Request for Proposal No. 1355 Office Moving Services Issue date: August 3, 2012 Closing Location Purchasing Department 2020 Labieux Road Nanaimo, BC V9T 6J9 City Contact Maurice Mauch Project Manager, Buildings & Facilities Email: maurice.mauch@nanaimo.ca Closing date and time Responses must be received at the Purchasing Department before 3:00 PM Pacific Time on August 24, 2012 Information Session Interested vendors are invited to an information session to be held at 238 Franklyn Street, on Tuesday, August 14 at 4:30pm in the 3 rd floor HR Training Room. 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
INSTRUCTIONS TO PROPONENTS Proposals are invited from qualified and experienced firms for the provision of Office Moving Services and Supplies. Proposals will be received by the Purchasing Manager, Purchasing Department before August 24, 2012 at 3:00 PM local time, at the Purchasing Department, 2020 Labieux Road, Nanaimo, BC, V9T 6J9. Submissions received after the noted due time will not be considered. It is the sole responsibility of the person(s) submitting to deliver the Proposal to the Purchasing Department before the closing date and time. Submission methods (use one of the methods below): a) Via email at the only acceptable email address: purchasinginfo@nanaimo.ca All email submissions must be less than 8MB b) Via hard copy: One (1) hard copy 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 delivered to the Purchasing Department, 2020 Labieux Road, Nanaimo, B.C., V9T 6J9 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 Purchasing Department Office before the closing date & time. A Proponent may withdraw his Proposal upon written request received in the Purchasing Department Office time prior to the closing date and time.
Project Overview: The City of Nanaimo Service and Resource Centre located at 411 Dunsmuir is scheduled for completion in late November 2012. The new building will house approximately 140 staff from the following departments; Information Technology, Engineering, Community Safety and Development, and Finance. The staff is currently located in the Annex (238 Franklyn Street) and City Hall (455 Wallace Street). The City requires the services of a moving company to assist with the physical relocation of the contents of the buildings. Project location: The City of Nanaimo invites interested professional moving firms to present their qualifications for consideration to qualify for the moving services for the Nanaimo Services and Resource Centre. Scope of project: There will be three stages to the overall move. Phase 1- Move 130+ staff and office building contents from 238 Franklyn to 411 Dunsmuir. In addition a small pool of staff (10+) from 455 Wallace Street will also be relocating to 411 Dunsmuir. The move has to occur within a two week period after the completion of the building (currently scheduled for mid November 2012) with minimal or no downtime of public access portions of the operations. Phase 2- Temporarily relocate five (5) staff from 455 Wallace to 238 Franklyn Street to allow renovation work to take place, in late December / early January 2013. Phase 3- Move approximately 25 staff from 238 Franklyn to 455 Wallace in May 2013 Services Required: Designated moving consultant to work with City of Nanaimo representatives in developing a relocation strategy that results in minimal down time of public 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 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. Moving of IT equipment including servers, routers, workstation computers, monitors, keyboards and personal printers will NOT be a part of the moving services required as it relates to this proposal. 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 City of Nanaimo 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 area. Disassembly and reassembly of items. Installation of furniture in locations to be designated by the City of Nanaimo in the same condition as they are described in the advanced inspection prior to the move City of Nanaimo 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 Provide proof of BBB Accreditation 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. (See Appendix A) 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 for the three phases of the relocation: o Qty./Hours/Total for the following: On Site Supervision - per hour fee for the contractor s representatives that will supervise the pack/move + unpack on site 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 Driver - the contractor s staff person that will drive the truck that is used to move the items Truck Charge - the hourly fee charge by the contractor for the truck that is needed to move the items from one unit to another Explanation of how partial hours are billed (i.e. rounded up to quarter hour, half hour or hour) Total labour cost (estimate based on above) Total supply cost (estimate) Project Timeline Moving consultant/coordinator must be available for consultation over the course of September-November 2012 Phase 1- Relocation to occur on completion of building and in coordination with new furniture supply Expected date mid November 2012 Phase 2- December 2012/January 2013 Phase 3- May 2013 Information Session: Interested vendors are invited to an information session to be held at 238 Franklyn Street, on Tuesday, August 14 at 4:30pm in the 3 rd floor HR Training Room. 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 three key services areas that require specific consideration in terms of maintaining pubic access during the relocation period: Finance Services, Bylaw Services and the Planning Department s front 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 citizens. Evaluation: Financial Considerations - 40% Vendor s ability to provide the services required - 35% Vendor s value added services - 10% Interview - 10% Vendor s references - 5%
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 the City. 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. The limits of coverage shall not be less than the following: (a) Bodily Injury Liability - $2,000,000.00 each occurrence; $2,000,000.00 aggregate products and/or completed operations b) Property Damage Liability - $2,000,000.00 each occurrence; $2,000,000.00 aggregate products and/or completed operations c) Owned & Non-owned Automobile - $2,000,000.00 any one accident A Cross Liability clause shall be made part of the Comprehensive General Liability Insurance. Be endorsed to provide the City of Nanaimo with (30) days advance written notice of cancellation or material change The City of Nanaimo must be named as additionally insured. Business Licence The successful Contractor must have a current City of Nanaimo Business Licence prior to the commencement of any work. WorkSafe BC The successful Contractor shall provide WorkSafeBC coverage for all workers on their payroll and provide the City with a satisfactory Letter of Clearance prior to the commencement of any work. Cancellation The Owner 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 City of
Nanaimo Council or Senior Management Staff whom 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 the City become the property of the City. They will be received and held in confidence by the City, subject to the provisions of the Province of British Columbia s Freedom of Information and Protection of Privacy Act. Governing Law This agreement shall be governed by the laws of the Province of British Columbia. Assignment/Subcontracting The Contractor shall not assign any of its obligations without the City 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 the City ensuring to include the City s Purchase Order number on all invoices to assure timely payment. All invoices are subject to prior review and approval by the City and approved invoices will be paid on a net 30 day basis unless otherwise negotiated and agreed to in writing. If the City does not approve of the services or part of them which are the subject of the invoice, the City shall advise the Contractor in writing of the reasons for non-approval and the Contractor shall remedy at no additional cost to the City before the City 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 pusuant 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 the City unless specifically noted otherwise in this agreement. 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, the City may terminate this Agreement immediately by written notice to the Contractor without further liability, expense, or cost of any kind. Dispute Resolution In the event of a dispute arising between the City and the Contractor as to their respective rights and obligations under the Agreement, both parties agree to resolve the dispute by: a. Frank and open negotiations whereby both parties use their best efforts to resolve the dispute by mutual agreement including the most Senior Management of both parties. b. If, after 30 calendar days, the dispute is not resolved, both parties agree to appoint a mediator to resolve the dispute. All costs to be split equally. c. If, after the mediation process is complete and the dispute is not resolved, the parties shall proceed to arbitrations following the rules of procedures as per the British Columbia International Commercial Arbitration Centre located in Vancouver, B.C.. All costs, with the exception of legal fees, shall be borne equally. 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 elected official or employee of the City or their immediate families which might in any way be seen by the City to create a conflict. Indemnification The Contractor shall indemnify and save harmless the City, its agents, employees and elected officials 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 of every nature and description brought or recovered against either the City, its agents and employees, or the contractor by reason of an act,error or omission of the Contractor, its agents employees or licencees 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. Local Preference Preference shall be given to suppliers located within the Regional District of Nanaimo where quality, service, and price are equivalent. Contractors Expense Contractors are solely responsible for their own expenses in preparing a submission. If the City elects to reject all submissions, the City 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 the Owner or that any agency, joint venture or partnership exists between the Contractor and the Owner. The Contractor shall be responsible for providing own employment insurance, WorkSafe BC coverage, business licence, 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 City staff, other than the identified City contact person, or members of the City Council or any Committee or Commission formed by or associated with the City during the Submissions period, or, anytime 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 the City 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 at the Purchasing Department prior to the posted closing date and time. Permits and Regulations The contractor shall at his own expense, obtain all permits, certificates and licences required by law for the conduct of the work and shall comply with all Federal, Provincial and City 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. Minimum Rate of Pay Minimum rate of pay for work performed under this Contract or under Sub-contract shall be as classified in the current Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401. Litigation The City may, in its absolute discretion, reject a Submission submitted by Company, if the Company, or any officer or director of the Company is or has been engaged either directly or
indirectly through another corporation in legal action against the City, its elected or appointed officers and employees in relation to: (a) any other contract for works or services; or (b) any matter arising from the City s exercise of its powers, duties, or functions under the Local Government Act, Community Charter or another enactment within five years of the date of this Call for Submissions. In determining whether to reject a Submission under this clause, the City will consider whether the litigation is likely to affect the Company s ability to work with the City, its contractors and representatives and whether the City s experience with the Company indicates that the City is likely to incur increased staff and legal costs in the administration of this Contract if it is awarded to the Company. Negotiation The City reserves the right to negotiate enhancements or changes to the preferred Proposal with the Proponent.
RECEIPT CONFIRMATION FORM Request for Proposals No. 1355 OFFICE MOVING SERVICES Closing date and time: 3:00 PM, Pacific Standard Time, August 24, 2012 As receipt of this document, and to receive any further information about this Request for Proposal please return this form to: Attention: Kurtis Felker Manager, Purchasing & Stores City of Nanaimo 2020 Labieux Road, Nanaimo, BC, V2T 4M7 Fax: 250.756.5327 Email: purchasinginfo@nanaimo.ca COMPANY NAME: STREET ADDRESS: CITY/PROVINCE: POSTAL CODE: PHONE NUMBER: FAX NUMBER: CONTACT PERSON: EMAIL ADDRESS: SIGNATURE: DATE: