Purchasing Department County Administration Building

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1 Cleveland County, NC Finance & Purchasing Department Kim Ogle Purchasing Department County Administration Building 311 East Marion St Shelby NC Telephone: Fax: Date: September 15, 2015 INVITATION FOR BIDS: Bid Number: HDMOV2015 Deadline to turn in bids: Friday, October 30, 2015 at 5:00 pm BIDS, SUBJECT TO THE CONDITIONS MADE A PART HEREOF, WILL BE RECEIVED AT THIS OFFICE UNTIL 5:00 PM ON THE DATE STATED ABOVE. BIDS RECEIVED LATE WILL NOT BE OPENED. WRITTEN QUESTIONS DEADLINE: The last day and time for submittal of written questions shall be no later than 5:00 P.M., Monday, October 19, Refer all questions by . Kim.ogle@clevelandcounty.com

2 MOVER BID INVITATION CLEVELAND COUNTY HEALTH DEPARTMENT 315 E. Grover Street Shelby, NC This document is a Request for Proposal (RFP) for relocation services to be provided by a licensed commercial mover (vendor) with experience in providing large-scale office and medical facilities. The selected vendor will be retained to move the Cleveland County Health Department (315 E. Grover Street), Cleveland County Health Department Annex (222 Crawford Street) and Cleveland County Employee Health Center (304 Crawford Street) from their current locations to the new Cleveland County Public Health Center at 200 S. Post Road and Cleveland County Employee Health Center at S. Post Road. The move will likely take place in early February, The Cleveland County Health Department will host a mandatory information session on October 6, 2015 at 10:00 am in the 2 nd Floor Conference Room of the Cleveland County Health Department. At that time interested vendors will be given a site tour of the existing buildings and an opportunity to review floor plans of the new building. Instructions for preparation and submission of the bid proposal are contained in this announcement. Specific forms/format for submission of a bid proposal are required and must be typed or printed ink. If you attend the information session and decide not to bid, please return the bid invitation sheet and state a reason for no bid. Written requests for information about the bid requirements, or to resolve any questions that may arise are to be submitted no later than 5:00 pm on October 19, 2015 to the following: Kim Ogle, Purchasing Agent, Cleveland County Finance Department, P.O. Box 1210, 311 E. Marion Street, Shelby, NC Any changes to the conditions/requirements should be made in the form of a written addendum to be valid; therefore, the Cleveland County Health Department will issue written addendum to document all approved changes. Proposals must acknowledge the receipt of an issued addendum. Proposals should include a letter signed by the vendor or authorized official in a position to legally bind the company to the statements presented in the bid. The letter should be on the vendor s company letterhead. The deadline for receipt of sealed proposals is October 30, 2015 at 5:00 pm. Sealed proposals must be received by this deadline at the following location: Kim Ogle, Purchasing Agent, Cleveland County Finance Department, P.O. Box 1210, 311 E. Marion Street, Shelby, NC Cleveland County has an equal opportunity purchasing policy and seeks to ensure that all segments of the business community have access to supplying the goods and services needed by

3 County programs. Cleveland County works to encourage utilization of minority business enterprise in the procurement of activities. Cleveland County provides equal opportunity for all businesses and does not discriminate against any vendors regardless of race, color, religion, age, sex, national origin or disability. A Minority Business Enterprise is defined as a business which is owned and controlled at a minimum of 51% by a person of African-American (BBE), Asian-American (ABE), Native American (NBE), or Hispanic (HBE) decent. A Woman Owned Business (WBE), Women-owned small business concern means a small business concern- (a) which is at least 51 percent owned by one or more women; or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more women; and (b) whose management and daily business operations are controlled by one or more women.

4 PROJECT SUMMARY: The Cleveland County Health Department, Cleveland County Health Department Annex and Cleveland County Employee Health Center facilities are approximately 57,330 sq. ft., 12,000 sq. ft. and 3,000 sq. ft. respectively. Approximately 175 people that are employed in these facilities provide services to the citizens of Cleveland County and surrounding areas that include: Maternal Health, Child Health, Dental, WIC, Immunizations, Family Planning, Diabetes, Eye Examinations, Communicable Disease, Sexually Transmitted Diseases, HIV/AIDS, School Based Health Centers, Environmental Health, Health Education/Substance Abuse counselling, and Carolina Access Case Management. The mission of the Cleveland County Health Department is to create a healthy and safe community in which to live and strive to assure, enhance, and protect the health of Cleveland County citizens through education and prevention. These services will be moved to the newly constructed facility on South Post Road, Shelby. In an effort to minimize the amount of time that facilities will be out of service to citizens, planning will be a key element of this project. The current hours of operation are 8:00 am to 5:00 pm Monday thru Friday. Any other hours required by the vendor for this move should be specified in the proposal. SCOPE OF SERVICES: Cleveland County Health Department employees will be responsible for moving personal belongings. They will also be responsible for emptying, packing and refiling records or supplies that must be removed from current desks, shelving or file cabinets. The Health Department currently has approximately 600 boxes (approximately 13w x 16d x 10h) available for packing. The vendor shall supply additional packing materials/boxes on an as-needed basis. The estimated number of boxes to be provided by the vendor should be specified in the proposal. Boxes provided will be returned to the vendor upon completion of the project. The Cleveland County Information Technology Department will be responsible for disconnect/relocation/reconnection of all computers, keyboards, mice, speakers, servers, etc. This will not be included in the scope of services to be provided by the vendor. Attached is a preliminary inventory of existing furniture/appliances to be moved to the new facility. It does not include files or other materials that will be boxed for moving. It will be the responsibility of the vendor to verify all furniture/appliances to be relocated. Vendors will be asked to attend pre-bid meetings to view the existing and new facilities, and premove planning meetings. These visits will be at the vendor s expense. This RFP does not commit the Cleveland County Health Department to award a contract, pay any costs incurred in

5 preparation of proposals, or to procure or contract for services or equipment used in the move. It is the vendor s responsibility to examine this RFP and exercise their own judgment as to the nature and scope of the work required. No plea of ignorance of conditions or difficulties that may exist in the execution of the work under this contract shall be accepted on the part of the vendor to fulfill the requirements of the contract. The vendor should identify key personnel (names, titles and specific responsibilities) and affiliates who would become responsible for the various aspects of the contract, if awarded. The project manager cannot be an affiliate. Key personnel will be an important factor to the successful completion of this project. The vendor should provide contact information (cell phones, pagers, etc.) for key personnel. These must be available for use while on duty. Labor, equipment and tools to move the contents of the designated areas will include disassembly and reassembly of office furniture/appliances to include, but not limited to: chairs, desks, bookcases, conference and other type tables, bulletin boards, file cabinets, refrigerators, ovens, microwaves, ice makers, etc. Due to specialization of specific medical/dental equipment and rolling files, some exceptions will be made in regard to disassembly and reassembly. These include: leased equipment, dental exam chairs, rolling file systems and eye equipment. All boxes, office furniture, equipment, etc. will be labeled by Health Department staff. The vendor shall ensure that all items are properly labeled prior to being moved. At no time should furniture, files, boxes, or equipment be left blocking halls, aisles, impeding egress ways, or in any other unsafe location. When delivered to the new site, boxes/crates should be stacked facing the same direction with labels easily visible. Items should not be on furniture or touching walls. Packing trucks should be accomplished in accordance with acceptable commercial practices for domestic shipments, unless otherwise stated. The vendor shall make shipments using the minimum number of containers consistent with the requirements of safe transit. It shall be the vendor s responsibility to determine that packing is done adequately (protected by blankets and/or fasteners) to assure that all materials arrive at the destination in an undamaged condition ready for their intended use. Items must protected against inclement weather. Movers should work quickly as possible; however, extreme caution must be taken with contents and building furnishings. Movers must not drop, dent or in any way damage furniture or equipment. They should take extreme care when moving items through both the old and new facilities as not to damage walls or finishes. VENDOR REQUIREMENTS: The Cleveland County Health Department will accept and evaluate proposals only from vendors that meet ALL of the following requirements: 1. Vendor has at least five (5) years commercial moving experience.

6 2. Vendor has all appropriate licenses. Documentation of any required state/local license or authorizations should be provided. Is your company an authorized mover in North Carolina? 3. Vendor has a minimum of three (3) moves of comparable scale and complexity within the last two years. Were these moves completed on schedule? 4. The persons assigned as project managers/supervisors of this move have a minimum of three (3) years direct professional experience with commercial/corporate/medical moving of comparable scale and complexity. 5. All other personnel (drivers, helpers, installers, etc.) engaged in the work of this project shall have at least two (2) years direct experience with commercial/corporate/medical moving experience. 6. Vendor can provide insurance at levels required see Insurance Requirements section. 7. All personnel shall be properly licensed, trained and unimpaired throughout the duration of the contract. Failure to do so could result in termination. PROPOSAL CONTENT: The evaluation and selection of a mover will be based on the information submitted in the vendor s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response. Elaborate proposals beyond what is sufficient to present a complete and effective proposal, are not necessary or desired. Vendors are encouraged to review carefully all provisions and attachments of this document regarding conditions, requirements and specifications prior to submission of bid. Failure to do so will be at the vendors own risk. Each bid constitutes an offer and may not be withdrawn except as provided herein. Prices are to remain firm for five months from the bid opening. Bids should include an Action Plan that gives specific details as to how the vendor plans on handling the move as a whole, how they will staff the move and how they will provide enough equipment to handle the relocation. Moving critical clinical services should be planned in the best interest of citizen needs. The Action Plan should include a specific timeline, order and process in which the various departments will be moved from existing work spaces to the new building. The plan should include a description of how furniture, equipment, appliances, etc.: will be prepped for moving; and, delivery and installation will be accomplished. Describe how you will coordinate with the Health Department move team. Vendors should include project shift schedules, including arrival time on site. The vendor should review the critical nature of this move and the importance of careful handling of furniture and finishes. Adequate equipment should be provided at all locations to prevent any delays. Proposals should be quoted as a not-to-exceed cost for services. It should include all direct and indirect costs including all out-of-pocket expenses to manage the move. The vendor should submit a fee schedule to show all fees necessary to accomplish the scope of services. It should

7 address the following items: proposed lump sum to provide the move services and a subtotal for each phase of the project; respective percentage of sub-contractor involvement, if any; hourly rate schedule by personnel and the proposed number of hours budgeted for each member of the mover s team; cost should include all costs related to the project including but not limited to preparation, travel, transportation, communication, reproduction, labor, overhead, profit, etc.; and, the vendor should identify any additional work outside the scope of services that it believes is needed and the cost of such work. PROPOSAL AUTHORIZATION: All proposals must include a cover letter submitted under the vendor s name on the vendor s letterhead containing the signature and title of a person or official who is authorized to commit the vendor for services to be provided. The cover letter should also identify the primary contact for this proposal and should express the vendor s interest and serve as an executive summary of the proposal. Claims of proprietary information must be included in the cover letter. PROPOSAL EVALUATIONS, INTERVIEW AND/OR SITE VISITS: The Cleveland County Health Department and Cleveland County Finance Department will make the final selection and recommendation following the evaluation of the proposals which may include interviews, if deemed necessary, with some or all of the vendors. Best and final offers may be requested from vendors as determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of the solicitation requirements. However, the final selection may be made on the basis of the original proposals only, without negotiation or interviews. Vendors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing proposers. The Cleveland County Health Department reserves the right to negotiate final fees and scope of services with the selected mover, potentially including the final composition of the team. The County has the sole discretion as to the methodology used in making the award. The award will be made to the responsible and responsive vendor who offers the best combination of criteria to include, but not limited to: qualifications, experience, capability, management, accountability, past and current performance, adherence to applicable state and federal regulations, location and cost solution in compliance with the specifications and requirements of this solicitation. WITHDRAWAL OR REVISION OF PROPOSAL: A vendor may, without prejudice, withdraw a proposal submitted prior to the date and time specified for receipt of proposals by requesting a withdrawal in writing before the due time and

8 date for submission of proposals. After the due date for submission of proposals, no proposal may be withdrawn by the vendor for a period of 120 days or as otherwise specified or provided by law. Any vendor may modify his proposal by resubmitting to the Cleveland County Health Department at any time prior to delivery of sealed bids. DESIGNATION OF INFORMATION: Vendors are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to applicable public record laws. To the extent permitted by these laws, it is the intention of the Health Department to withhold the contents of the bid from public view until such times as competitive or bargaining reasons no longer require non-disclosure. At that time, all bids will be available for review in accordance with such laws. Vendors may submit with this RFP separated and marked items that they deem to be proprietary or otherwise confidential, and the specific reasons they are seeking confidentiality. Neither a proposal in its entirety nor price proposal information will be considered confidential. Advance notice will not be provided to a vendor prior to release of any requested record. INSURANCE REQUIREMENTS: The vendor will indemnify and hold harmless Cleveland County, its officers, agents and employees from and against all loss, cost, damages, expense and liability caused by an accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property real or personal, arising directly or indirectly from operations, products or services rendered or purchased under this contract. The vendor shall obtain and maintain for the duration of services, at its own cost, the following insurance, on terms and from insurer satisfactory to the Health Department: Automobile: Bodily injury and property damage liability covering all owned, non-owned, and hired vehicles for limits of not less than $1,000,000 bodily injury each person, each accident; and $1,000,000 property damage, or $1,000,000 combined single limits, bodily injury and property damage. Commercial General Liability: Bodily injury and property damage liability as will protect from claims of bodily injury or property damage which arise from operations of this contract. The amounts of such insurance shall not be less than $1,000,000 bodily injuries and property damage combined single limit each occurrence/aggregate. This insurance shall include coverage for products/completed operations, personal injury liability and contractual liability. Workers Compensation: Employer s liability insurance should meet the statutory requirement for the State of North Carolina.

9 In case any work is subcontracted, the vendor will require the subcontractor to provide worker s compensation/employer s liability to at least the same extent as required of the vendor. CANCELLATION: The Cleveland County Health Department reserves the right to cancel this submission call for any reason whatsoever without stating reasons therefore and without compensation to anyone. The entire process is subject to final award approval by the County Manager. CONFLICT OF INTEREST: The vendor declares that it has no financial interest, directly or indirectly in the business of any third party that would 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 elected official or employee of the County or their immediate families which might in any way be seen by the County to create a conflict. CONFIDENTIALITY/SECURITY: The vendor agrees to keep all information that may be in view during the move in the strictest confidence and will neither use nor disclose it to anyone. Neither will they issue any public announcements concerning the Cleveland County Health Department. Due to the regulations that govern pharmaceutical supplies and confidential nature of records retained in the Health Department, strict methods must be adhered to during the transport of said materials. Moving these items will be part of the vendor s scope of services, but the Health Department will obtain law enforcement to escort the vendor for these transports. SAFETY: All movers should wear clean clothing that identifies the vendor. They shall remain clothed, including shirts and shoes, at all times. Work should be performed in a safe manner, adhering to OSHA and DOT guidelines, with proper technique and equipment in order to preserve the safety of the vendor s employees, county employees, or visitors. If necessary, the vendor will temporarily close off areas to prevent potential injury when moving large or heavy furniture or equipment. Vehicles used by vendor must not park in fire lanes, on sidewalks, in landscaped areas or any area not intended for vehicles.

10 The Cleveland County Health Department is a smoke/tobacco free facility; therefore, use of such products will not be permitted. COMPLIANCE WITH LAWS: The vendor agrees to comply with all applicable federal, state and local laws and regulations, including but not limited to the provisions of the North Carolina Department of Labor OSHA and Fair Labor Standards Act. Vendor agrees to include the non-discrimination and compliance provisions in any and all subcontracts to perform work under the agreement. FORCE MAJEURE: Neither party will be liable in damages or have the right to terminate this agreement for any delay or default in performing under the agreement if such delay or default is caused by conditions beyond its reasonable control including, but not limited to acts of God or public enemy, governmental restrictions, fires, floods, unusually severe weather, epidemics, quarantine restrictions and/or any other cause beyond the reasonable control of the party whose performance is affected. DEFAULT PROVISION: The contract may be canceled or annulled by Cleveland County Health Department in whole or in part by written notice of default to the vendor upon nonperformance or violation of agreement terms. An award may be made to a qualified bidder for articles and/or services specified. The defaulting vendor shall be liable to the Cleveland County Health Department for costs to the County in excess of the defaulted contract prices. DAMAGES: A building walk thru will be done before and after the move to determine any damage. Should a vendor or its responsible agent/employee damage the building, they will be responsible for the repair using the project s General Contractor. Please specify how you determine reimbursement for damages to furniture, etc. that might occur during the move. What type of forms must be completed to establish a claim for damages?

11 COST PROPOSAL Note: All costs should be included in the fees for services proposed. There will be no additional expenses billed to Cleveland County for any reason. Description Hourly rate for 1 box truck and 1 driver/mover $ x hrs. Hourly rate for 1 tractor trailer and 1 driver/mover $ x each Cost of additional helper, hourly rate $ x hrs. Cost of supervisor, hourly rate $ x hrs. Hourly rate for travel time itemized separately $ x hrs. Mileage rate per mile $ (Note: the locations are 5 miles apart) x miles Fuel Surcharge Miscellaneous Fees Moving box, 1.5 cubic foot box Moving box, 2.0 cubic foot box Moving box, 3.0 cubic foot box Moving box, 4.0 cubic foot box Plastic bins or moving crates (used vs. boxes)

12 4 wheel dollies Other Costs Please list other costs not listed that are normally part of your service. Also include any minimum charges and travel costs. Description Description Description Description Description Description Description Total cost of move, not to exceed $ Other Response Requirements: 1. Do you have wrap and crate capabilities? Yes No 2. How many miles from 315 E. Grover Street, Miles Shelby, NC is your facility located? 3. Are there any moving related services you cannot Yes No provide? If yes, provide details on an attached sheet. 4. Are there any moving related services you CAN Yes No provide that are not referenced in RFP? Please specify. 5. How many moves do you perform annually Average per year 6. What percentage of jobs over the last three years Average % had claims filed? 7. How severe were the claims (dollar value)? Average $ Payment for Services:

13 Please summarize your requirement for payment of moving services. VENDOR REFERENCES This form will be used to assess a vendor s qualification and will be used to determine if proposal submitted is from a responsible bidder. Factors such as past performance, integrity, conformity to the specifications, etc., will be used in evaluating proposals. NAME OF VENDOR: ADDRESS: Number of years your company has provided moving services under this name: REFERENCES: List three completed projects similar in nature to this Scope of Services that demonstrates your company s ability to perform the required services. Company Name and Address Telephone No. $ Value of Project 1. Describe Project: 2. Describe Project:

14 3. Describe Project: VENDOR'S CHECKLIST Cover letter Identify project manager/supervisors (names, titles, responsibilities & experience) Identify other personnel (names, titles, responsibilities & experience) Identify affiliates (names, titles, responsibilities & experience) License information provided List of previous moves of similar size Insurance coverage Detailed moving action plan with timeline & work schedules Cost proposal Conflict of interest statement References Invoice procedures

15 BID TIMELINE Bid Announcement September 15, 2015 Information Session Walk thru of current facilities 10:00 am October 6, 2015 Cleveland County Health Department 315 E. Grover St., Shelby, NC 2 nd Floor Conference Room Deadline for information requests 5:00 pm October 19, 2015 Sealed proposals due 5:00 pm October 30, 2015 Cleveland County Finance Department 311 E. Marion St., Shelby, NC

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20 Cleveland County Health Department Annex

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