Alexandria Center for Life Science (ACLS) 450 East 29 th Street, New York, NY 10016

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1 Move Consultant Services for Post Super Storm Sandy Laboratory Relocations Backfill to NYU Langone Medical Center Superblock Request For Proposal (RFP) 1. PROJECT DESCRIPTION The NYU Langone Medical Center (NYULMC) requires the services of a moving consultant to assist NYULMC with planning, move, and post move functions for laboratory and office contents and equipment previously contained within the NYULMC Superblock location that were displaced to multiple locations within and outside of the NYULMC Campus in the aftermath of Super Storm Sandy. Included in this RFP are a description of the locations of the moves and the responsibilities the move consultant will handle. To Location: Medical Sciences Building 550 First Avenue, New York City, New York Medical Sciences Building Floor Plans (attached) Approximate Square Footage: 15,000 sqft/floor Number of Floors: 5 Veterans Affairs Hospital (VA) 423 East 23 rd Street, New York, NY Number of Floors: 4 From Locations: Alexandria Center for Life Science (ACLS) 450 East 29 th Street, New York, NY Public Health Laboratories (PHL) 445 First Avenue, New York, NY Washington Square (WSq) 100 Washington Square East, New York, NY Smilow Research Building 550 First Avenue, New York, NY Skirball Institute 540 First Avenue, New York, NY

2 Old Public Health Building (OPH) 341 East 25 th Street, New York, NY NYU College of Dentistry 345 East 24 th Street, New York, NY One Park 1 Park Avenue, New York, NY Rockefeller University 1230 York Avenue, New York, NY Weill Cornell Medical College 1300 York Avenue, New York, NY University of Medicine and Dentistry of New Jersey (UMDNJ) 185 South Orange Avenue, Newark, NJ Projected Project Timeframe: Anticipated dates based on completion of remediation. Dates are subject to change. Medical Sciences Building Floors 2, 3 & 4: July 1 st, 2013 to October 4 th, 2013 Medical Sciences Building Floors 5 & 6: December 2 nd, 2013 to January 31 st, 2013 VA Hospital Floors 6, 12, 15, 17 & 18: July 1 st, 2013 to August 16 th, REQUEST FOR PROPOSAL This Request for Proposal (RFP) is not an offer by NYULMC, but an invitation for vendor response. No NYULMC contractual obligation whatsoever shall arise from the RFP process unless and until a formal contract is executed by duly authorized officers of NYULMC and the vendor. Each party shall be entirely responsible for its own costs and expenses incurred while participating in the RFP preparation and contract negotiation processes. This RFP is proprietary and shall not be distributed or used for any purpose other than preparation of a proposal for submission to NYULMC. Disclosure of any part of the information contained herein to parties not directly involved in providing the services requested could result in the disqualification of or legal action against the vendor. All proposals, and any work completed under contract on acceptance of a proposal, become the property of NYULMC. NYULMC reserves the right to accept or reject any and all proposals submitted, to waive any irregularities in the proposals, and to make awards in any way it deems advisable in the best interest of NYULMC. RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 2

3 3. SCOPE OF WORK A. PLANNING AND PRE- MOVE RESPONSIBILITIES Provide a minimum of one Project Director and up to two full time Project Managers as required by NYULMC prior to move implementation to manage and coordinate the following: 1) Inspect existing and new locations. 2) Review project objectives, timing and special considerations. 3) Interface with the Project Team and attend weekly project meetings as required. 4) Prepare preliminary budget figures and list of special requirements if any, for the mover contract. 5) Perform volume surveys and time in motion studies. 6) Prepare detailed move plan and move schedule, factoring any elevator wait time at new and existing locations. 7) Develop a strategic Master Relocation plan for with contingency plans to minimize disruption of NYULMC staff and business activities. 8) Monitor the critical path schedule, milestones and timely performance of project team members. 9) Assist with the development of a project communications plan and provide timely notification, documentation and communication of move schedule and preparation requirements to NYULMC staff. 10) Prepare and/or coordinate employee communications (e.g. move instructions, packing and tagging meetings, etc.). 11) Develop and organize clean- up campaign (purge campaign), including the elimination of non- essential material. 12) Coordinate with landlord for procurement and removal of containers for purge items. 13) Determine elevator loading dock security needs and HVAC overtime. 14) Coordinate elevator schedules and reservations for move 15) Review and refine comprehensive relocation plan with the move coordinators. 16) Establish logistics, time frames and Project Team responsibilities. 17) Coordinate with Building Manager for the appropriate insurance requirements and obtain certificates of insurance for the mover and all associated vendors and contractors. 18) Assist Project Team with the creation of Move Committee composed of departmental Move Coordinators. 19) Chair regular Move Committee meetings and provide necessary training and materials to assist them with the preparation of their move. 20) Assist with employee orientation meetings. RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 3

4 21) Compile, verify, and distribute move list. List to include but not limited to employees, files, phone numbers, fax numbers, furniture, art, displays, and plants. 22) Distribute, collect, and post equipment layouts for each employee and support space. 23) Verify move contractor insurance coverage. Provide building management and NYULMC copies of current certificates of insurance. 24) Conduct pre- move inspections of the space to be occupied and vacated. 25) Prepare Facilities Access Schedule with all of the appropriate building managers, loading dock managers, which will allow effective coordination between vendors, loading docks and freight elevators. Reserve appropriate dates. B. MOVE CONTRACTOR SELECTION Provide necessary resources to accomplish the following: 1) Partner with NYULMC in the preparation, identification and awarding of a moving services contractor. 2) Assist in the preparation of Invitation for Bids (IFB), identifying appropriate moving services criteria. 3) Assist NYULMC in pre- qualifying Moving contractors for consideration on this project. 4) Analyze move proposals and assist project team in selection and negotiation of move carrier. 5) Coordinate a walk- through of prospective bidders. 6) Respond to comments and questions made by the movers during the bid process. 7) Evaluate bids, conduct reference checks and provide NYULMC a Movers Recommendation matrix ranking each bidder with your recommendation. C. MOVE AND POST RESPONSIBILITIES Provide a project team consisting of a minimum of one full time Project Director and up to six full time Project Managers, as required by NYULMC, during move implementation to manage and coordinate the following: 1) Provide numbering plan and temporary signage for labs, offices, workstations, and files at origin and destination. Provide color coding of labels and signage for each move. 2) Prepare Move Control documents to monitor mover compliance and verify relocated furnishings and equipment after each move. 3) Provide adequate on- site supervision of move contractors during the moves and move related activities. RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 4

5 4. SUBMISSIONS 4) Manage and coordinate project vendors activities to provide timely access for deliveries and installations. 5) Analyze and provide reporting on vendor performance in meeting operational requirements on the Monday following each move weekend. 6) Collaborate with NYULMC Corporate Security and building management and security to identify the timing and location of guards required before, during and after moves. 7) Revise work orders as needed 8) Coordinate changes and seek approval of additional charges from Owner approvals 9) Manage implementation of inventory system, ensuring all items to be moved are properly tagged. 10) Define and coordinate responsibility of all protection for walls, floor, doors, elevators, etc. 11) Coordinate and monitor carrier crew size and activities. 12) If any damages occur during the moves, vendor is responsible for resolving any subsequent claims with moving contractor. 13) Review moving contractor invoices to verify work completed and time billed. 14) Staff a post- move Help Desk on the Monday and Tuesday following each move to assist relocated staff. 15) Prepare and resolve post- move punch list items within one week of each move. 16) Coordinate clean- up activities for existing locations after move- out. 17) Develop list and action plan for repairs and replacement of missing items. 18) Audit carrier time sheets and invoices. 19) Assist with insurance claims if required. Please supplement and expand on information provided in this Request for Proposal response by addressing the following as outlined below: A. Firm Description History of your firm B. Existing Account Relationships Provide a minimum of three existing account references in Manhattan where you perform services similar to the scope contained herein. 1) Client Name 2) Services Performed 3) Number of annual staff moves 4) Contact and Phone Number RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 5

6 C. Past Project References Provide a minimum of three past project references in Manhattan, over the past three years, where you have performed services similar to the scope contained herein. 1) Client Name 2) Services Performed 3) Number of staff moved 4) Contact and Phone Number D. Workload Provide a list of all other relocation projects being managed by your firm during the anticipated NYULMC project period. 1) Project Name 2) Project Schedule/Phases 3) Projected Headcount 4) Contact and Phone Number Describe commitment with respect to staff over the timeframe of this project. E. Proposed Project Team Provide the following: 1) Proposed Project Organization Chart 2) Names, positions and proposed responsibilities for this project 3) Resumes and experience for each team member 4) Fully burdened hourly rates for each team member a. Provide a detailed breakdown of the rates to include all overhead items and profit as percentages. b. The project schedule and time periods provided are tentative. Reasonable changes to the dates and time periods provided herein, will not affect the pricing provided in your proposal. F. Management Approach Based on the scope of service provided herein, provide a chronological approach to managing the tasks required. Indicate any services that the project may require which have not been specified in this RFP. G. Distinguishing Factors Provide any distinguishing or relative factors that will assist NYULMC in selecting your firm for this assignment. H. Responsibility Questionnaire (see attached) Must be completed and submitted with this proposal RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 6

7 I. Insurance Provide evidence of insurance as outlined herein. Minimum insurance requirements are as follows 1) General liability insurance in the amount of $2 million per occurrence. a. Additional insureds for general liability insurance- New York University, NYU Hospital Center, New York University Medical Center Condominium and their respective affiliates, subsidiaries, agents, consultants, trustees, servants, employees, directors, officers and volunteers. 2) Statutory Workers Compensation including $1 million per accident/injury/disease for Employers Liability. 3) Automobile Insurance - $1 million combined single limit for Automobile Liability, including non- owned automobile coverage. 4) Professional Liability coverage $1 million per claim/$1 million aggregate 5. SITE TOUR AND PRE- PROPOSAL CONFERENCE A site tour will be held on May 13 th, 2013 at a time and location to be determined, immediately followed by a pre- proposal conference. All Proposers must Robert Henkel, Senior Project Manager at robert.henkel@nyumc.org no later than 3 PM on May 10 th, 2013 to confirm attendance for the site tour and conference. No more than three (3) people from each bidder may attend the site tour and pre- proposal conference. 6. RFP QUESTIONS, INQUIRIES, CLARIFICATIONS, AND ADDENDA All inquiries regarding this RFP must be submitted in writing via to Robert Henkel at robert.henkel@nyumc.org. Inquiries and questions will be accepted through 4 PM, May 15 th, A. Any inquiry regarding this solicitation shall be made in writing. To be considered, inquiries are to be addressed to the Project Manager by the date specified for receipt of inquiries. B. NYULMC will issue responses to inquiries and any other corrections, amendments, and the like which it deems necessary in written addenda. NYULMC will endeavor to addenda to each person recorded as having been furnished a copy of the RFP, however, all addenda will be posted on the website and it is incumbent upon the Proposer to ensure they have obtained and acknowledged all addenda (if any). C. Proposers must acknowledge receipt of addenda on the Addendum Acknowledgement Form and include it with their submission. RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 7

8 D. Proposers should not rely on any representations, statements of clarifications not made in either this RFP or a formal addendum. E. NYULMC reserves the right to waive minor informalities in proposal submissions. 7. DEADLINE FOR PROPOSAL SUBMISSIONS Your proposal submissions are due on or before May 28 th, 2013 at 3 PM. Three original proposal copies must be submitted in a sealed, opaque envelope with the words Proposal and the title of the project clearly visible on the outer envelope, and hand delivered to the following: Robert Henkel, Senior Project Manager Real Estate Development + Facilities NYU Langone Medical Center 339 East 28 th Street New York, NY INTERVIEWS Interviews are held at the discretion of NYULMC, and if required, will be held the week of June 10th, Interview requests will be sent under separate cover. 9. EVALUATION CRITERIA - listed in descending order of importance A. Overall Technical Qualifications to include: Proposer s experience including previous work in NYC Knowledge of overall and specific problems Approach to the project B. Resources/ staff availability C. Acceptance of the contract terms and conditions or willingness to negotiate same in a timeframe consistent with NYULMC s needs. D. Hourly rates for proposed project team members 10. ELIGIBILITY FOR AWARD In order to be eligible for an award of Contract and notwithstanding its relative qualifications for purposes of the evaluation criteria and in other respects, a proposer must demonstrate to the satisfaction of NYULMC that it is in all respects a responsible party, i.e., that it has the integrity, skill and experience to faithfully perform and complete the Contract, and the necessary facilities and financial resources to do the Work in accordance with the Contract Documents, and be otherwise qualified and eligible to receive an award under applicable laws and regulations. In making the determination as to which proposal offers the greatest value to NYULMC, NYULMC will include in its evaluation the total cost to NYULMC. Accordingly, NYULMC RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 8

9 may not necessarily make an award to the proposer with the highest technical ranking. Further, NYULMC reserves the right not to make an award to the lowest priced proposer in the event that NYULMC determines that the lowest price proposal does not offer the greatest value to NYULMC. Although the price is not expected to be the controlling factor in the selection of a Contractor for this solicitation, NYULMC wishes to ensure that it is paying the least amount possible for the Work that meets NYULMC's needs. The degree of importance of price as a factor shall increase to the extent that competing proposals are otherwise determined to be substantially equal. In addition to the evaluation criteria listed above only a responsible proposer will receive an award. To be considered responsible, the proposer must demonstrate to the satisfaction of NYULMC that it is in all respects a responsible party; this determination encompasses consideration of the proposer's integrity, skill, experience, necessary facilities, and financial and other resources to do the work in accordance with the Contract Terms and Conditions. 11. NEGOTIATION NYULMC reserves the right to: (i) reject all proposals submitted; (ii) accept any proposal or alternate as submitted without negotiations; (iii) require revisions to, corrections of, other changes to any proposal submitted as a condition to its being given any further consideration; (iv) select for negotiations only the overall best proposal or alternate submitted, as determined by NYULMC; negotiate with those proposers whose acceptable proposals or alternates fall within the competitive range; (v) negotiate with one or more proposers in any manner it deems fit. In the event NYULMC chooses to negotiate with more than one proposer, it may, following the conclusion of all negotiations, issue a revised RFP or portion thereof containing, among other things, any matter, offer, condition of enhancement elicited from or proposed or suggested by any proposer during the course of such negotiations, and solicit Best and Final offers from such proposers, or solicit Best and Final offers utilizing another appropriate procedure; (vi) after receipt of Best and Final Offers, if in the interest of NYULMC to do so, to thereafter reopen negotiations; (vii) accept improvements to, enhancements of or other revisions to any proposal or alternate proposal at any time if it deems such to be in its best interest. No proposer shall have any rights against NYULMC arising at any stage of the solicitation from any negotiations that take place, or from the fact that NYULMC does not select a proposer for negotiations. It is important that you thoroughly review and follow the guidelines set forth in this RFP. Thank you for your interest in this project. RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 9

10 Addendum Acknowledgement Form The proposer acknowledges the receipt of the following addenda: Addendum No., dated Addendum No., dated Addendum No., dated Addendum No., dated Addendum No., dated Addendum No., dated Addendum No., dated Addendum No., dated Addendum No., dated Addendum No., dated RFP: Move Consultant for Post Super Storm Sandy Laboratory Relocations Backfill to NYLMC Superblock 10

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