Relocation Services Request for Proposal

Transcription

1 SCOPE OF WORK The University of South Carolina (University) is seeking proposals from qualified entities to provide comprehensive relocation services to interested faculty and staff being employed on any of the University s campuses. The primary focus of the relocation activities will be centered around managing and organizing all aspects involved in a relocation. Use of the contractor s relocation services will be at the discretion of the employee, who may also select an agent or agents of his or her choice separate and apart from the contractor s service. PRIMARY CONTRACTOR RESPONSIBILITIES: 1. In collaboration with the University s Division of Human Resources, develop, implement and oversee the administrative structure, framework and processes for the relocation program. 2. Provide assistance with the marketing and selling of homes being vacated for the move to South Carolina to accept employment with the University. 3. Provide assistance in finding a home for the relocating employee. 4. Coordinate transportation services for household goods. 5. Provide other support services as needed including but not limited to assistance with special needs housing, assistance with obtaining information concerning the quality and location of schools, and assistance with obtaining information concerning child and elder care, as needed. 6. Report usage of relocation services to the University s Division of Human Resources on a monthly basis. 7. Other responsibilities as may be mutually agreed upon by the University s Division of Human Resources and the contractor. Financial Information: 1. All services are to be delivered at no cost to the University. Contractors must disclose any fees and associated terms that will be passed on to the users of this service in their response. 2. Contractors must provide a detailed description of any proposed revenue sharing that will be associated with these services. QUALIFICATIONS The primary activity of the contracting firm must be providing relocation services, not solely real estate sales. CONTRACTOR QUALIFICATIONS: A. Experience in providing direct relocation counseling and support to households and corporate entities; experience in developing and implementing corporate relocation 1

2 programs. At a minimum, include the following information regarding the corporate organization: 1. Location of corporate headquarters 2. Description of your corporate mission, performance standards and performance incentives for company associates 3. Organizational structure of group and description of key personnel that will be servicing the USC University account. 4. Description of overall plans for servicing the University account. B. Demonstrated experience in home marketing. At a minimum, include information addressing the following: 1. Overall home marketing process 2. Selection process for listing brokers 3. Employee ability to select an agent 4. Describe any association with referral networks or franchises 5. Provide any other information deemed pertinent C. Demonstrated experience in home location assistance. At a minimum, include information addressing the following: 1. Overall home location process 2. Selection process for brokers/agents 3. Employee ability to select an agent 4. Describe any beneficial mortgage programs 5. Provide any other information deemed pertinent PROPOSAL CONTENT To be considered for award, all proposals should include, at a minimum, the following information. Responses should provide the details required and not just a statement of compliance. Offerors should restate each of the items listed below and provide their response to that item immediately thereafter. All information should be presented in the listed order: A. A cover letter that includes a summary of the offeror s ability to perform the services described herein and statement that the offeror is willing to perform those services and enter into a contract with the University of South Carolina. The cover letter must be signed by a person having the authority to commit the offeror to a contract. B. A response that addresses each component listed in the Scope of Work (Part III) and in Contractor Qualifications (Part IV). Provide details on how your organization is able to meet each one of the requirements. C. Provide details on any proposed revenue sharing arrangement. D. Describe and list any additional added value services (with any associated costs) being offered. 2

3 The state reserves the right to consider historic information and fact, whether gained from the offeror s proposal, references, or any other source. Should the references volunteer any information outside the specific questions, this information may be recorded and used in the evaluation stage. AWARD CRITERIA All responsive proposals will be evaluated by an evaluation panel on the basis of the following criteria listed in order of importance. The award will be made to the responsive Offeror who s proposal, taking into consideration all evaluation factors, is deemed most advantageous to the University of South Carolina. All proposals will initially be reviewed to determine responsiveness. Any proposal that does not meet the material and/or essential requirements of the RFP will be subject to disqualification pursuant to SC Statute, Regulations and Interpretative authorities. 1. Offeror s qualifications 2. The degree to which the offeror demonstrates their ability to meet the contractual requirements as stated in this RFP 3. Revenue sharing arrangement 4. Provisioning of any additional services or enhancements beyond the stated RFP requirements CONTRACT TERM/OPTION TO EXTEND INITIAL CONTRACT PERIOD: 1 YEAR FROM DATE OF AWARD A resulting contract will automatically extend on each anniversary date unless either party elects not to extend the contract. Extensions may be less than, but will not exceed 4 additional one (1) year periods. If the contractor elects not to extend on the anniversary date, the contractor must notify the USC Purchasing Department of its intention in writing ninety (90) days prior to the anniversary date. Should the contractor desire to terminate the contract prior to the end of the initial contract period, a ninety (90) days written notice must be submitted. Termination requests submitted by the contractor prior to the initial anniversary dates are subject to the acceptance of the University of South Carolina. If less than ninety (90) days notice is given by the contractor and both parties do not mutually agree to the termination, the University can hold the contractor fully liable for damages caused by the termination. 3

4 In the event the contractor enters into a contract with a destination or firm considered by the University of South Carolina to be in conflict with the University s best interest, it may constitute grounds for the University to terminate the existing contract. The University s right not to extend the contract on the anniversary date, or to terminate the contract during the contract period will be governed by Item 6.0 of CONTRACTUAL REQUIREMENTS. REVENUE SHARING ADJUSTMENT BASED ON CONTRACTOR S COSTS: Any request for a change in revenue sharing must be submitted to the University of South Carolina at least ninety (90) days prior to the automatic renewal date. (Revenue sharing changes will only become effective if approved in writing by the University of South Carolina.) CONTRACTUAL REQUIREMENTS 1.0 FORCE MAJURE: The Offeror shall not be liable for any excess costs if the failure to perform the contract arises out of causes beyond the control and without the fault or negligence of the offeror. Such causes may include, but are not restricted to acts of God or of the public enemy, acts of the Governments in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of the offeror. If the failure to perform is caused by the default of a subcontractor, and if such default arises out of causes beyond the control of both the offeror and subcontractor, and without the fault or negligence of either of them, the offeror shall not be liable for any excess costs for failure to perform, unless the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the offeror to meet the required delivery schedule. 2.0 SOUTH CAROLINA GOVERNING LAW CLAUSE: The Agreement and any dispute, claim, or controversy relating to the Agreement shall, in all respects, be interpreted, construed, enforced and governed by and under the laws of the State of South Carolina. All disputes, claims, or controversies relating to the Agreement shall be resolved exclusively by the appropriate Chief Procurement Officer in accordance with Title 11, Chapter 35, Article 17 of the South Carolina Code of Laws, or in the absence of jurisdiction, only in the Court of Common Pleas for, or a federal court located in, Richland County, State of South Carolina. Offeror agrees that any act by the Government regarding the Agreement is not a waiver of either the Government's sovereign immunity or the Government's immunity under the Eleventh Amendment of the United State's Constitution. As used in this paragraph, the term "Agreement" means any transaction or agreement arising out of, relating to, or contemplated by the solicitation. 4

5 3.0 OFFEROR'S QUALIFICATION: Offeror must, upon request of the University of South Carolina, furnish satisfactory evidence of its ability to furnish products or services in accordance with the terms and conditions of this proposal. The University of South Carolina s Purchasing Department reserves the right to make the final determination as to the offeror's ability to provide the services requested herein. 4.0 OFFEROR RESPONSIBILITY: Each offeror shall fully acquaint himself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this proposal. It is expected that this will sometimes require on-site observation. The failure or omission of an offeror to acquaint himself with existing conditions shall in no way relieve him of any obligation with respect to this proposal or to the contract. 5.0 AFFIRMATIVE ACTION: The offeror will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, without regard or discrimination by reason of race, color, religion, sex, national origin or physical handicap. The following are incorporated herein by reference: 41 C.F.R , and TERMINATION: Subject to the Provisions below, any contract resulting from this proposal may be terminated by the University of South Carolina s Purchasing Department provided a thirty (30) days advance notice in writing is given to the offeror Non-Appropriations: Funds for this contract are payable from State and/or Federal appropriations. In the event sufficient appropriations are not made to pay the charges under the contract it shall terminate without any obligation to the State of South Carolina Convenience: In the event that this contract is terminated or canceled upon request and for the convenience of the University of South Carolina without the required thirty (30) days advance written notice, then the University of South Carolina shall negotiate reasonable termination costs, if applicable Cause: Termination by the University of South Carolina for cause, default or negligence on the part of the offeror shall be excluded from the foregoing provisions; termination costs, if any shall not apply. The thirty (30) days advance notice requirement is waived and the default provision listed herein shall apply. a. Default: In case of default on offeror, the University of South Carolina reserves the right to purchase any or all items/services in default in open market, charging offeror with any excessive costs. SHOULD SUCH CHARGE BE ASSESSED, NO SUBSEQUENT PROPOSALS OF THE DEFAULTING OFFEROR WILL BE CONSIDERED UNTIL THE ASSESSED CHARGE HAS BEEN SATISFIED. 5

6 7.0 PRIME OFFEROR RESPONSIBILITIES: The offeror will be required to assume sole responsibility for the complete effort as required by this RFP. The University of South Carolina will consider the offeror to be the sole point of contact with regard to contractual matters. 8.0 SUBCONTRACTING: If any part of the work covered by this RFP is to be subcontracted, the offeror shall identify the subcontracting organization and the contractual arrangements made therewith. All subcontractors must be approved by the University of South Carolina. The offeror will also furnish the corporate or company name and the names of the officers of any subcontractors engaged by the offeror. 9.0 OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated and prepared for the University of South Carolina pursuant to this contract shall belong exclusively to the University of South Carolina LEGAL OR CONSULTANT SERVICES: If this contract is for legal or consultant services, it is subject to the provisions of Section of the 1976 Code of Laws of South Carolina as amended. "Any contract for legal or consultant services entered into by a state agency or institution shall include a provision which requires completion of all services. The Provisions shall further require that in the event all services are not fully rendered as provided for in the contract, any Monies which have been paid by the agency under the contract must be refunded to the agency along with a twelve (12) percent penalty" INDEMNIFICATION: The University of South Carolina of South Carolina, its officers, agents, and employees, shall be held harmless from liability from any claims, damages and actions of any nature arising from a resultant contract, provided that such liability is not attributable to negligence on the part of the using agency or failure of the using agency to comply with the offer as outlined in the offeror s proposal COMPLIANCE WITH FEDERAL REQUIREMENTS: State or Federal requirements that are more restrictive shall be followed DRUG-FREE WORKPLACE: (Note: This clause applies to any resultant contract of $50,000 or more). The State of South Carolina has amended Title 44, code of Laws of South Carolina, 1976, relating to health, by adding Chapter 107, so as to enact the Drug-Free Workplace Act. (See Act No. 593, 1990 Acts and Joint Resolutions). By submission of a signed proposal, you are certifying that you will comply with this Act. (See Section ). This will certify to the using agency your compliance CONTRACT AMENDMENTS: Amendments to any contract between the agency and the contractor must be reviewed and approved by the University of South Carolina s Purchasing Department. 6

7 16.0 ASSIGNMENT: No contract or its provisions may be assigned, sublet, or transferred without the written consent of the University of South Carolina s Purchasing Department RECORDS RETENTION & RIGHT TO AUDIT: The University of South Carolina shall have the right to audit the books and records of the offeror as they pertain to this contract, both independent of, and pursuant to, S.C. Code Section Such books and records shall be maintained for a period of three (3) years from the date of final payment under the contract. The University of South Carolina may conduct, or have conducted, performance audits of the offeror. The University of South Carolina may conduct, or have conducted, audits of specific requirements of this bid as determined necessary by the State. Pertaining to all audits, offeror shall make available to the University of South Carolina access to its computer files containing the history of contract performance and all other documents related to the audit. Additionally, any software used by the offeror shall be made available for auditing purposes at no cost to the University of South Carolina HIPAA LAW: The Contractor agrees that to the extent that some or all of the activities within the scope of the contract are subject to the Health Insurance Portability Accountability Act of 1996, P.L , as amended ( HIPAA ), or its implementing regulations, it will comply with the HIPAA requirements and will execute such agreements and practices as the University of South Carolina may require to ensure compliance. Additional information may be viewed at: 7