Request for Qualifications 08-19

Request for Qualifications 08-19

for

Moving, Storage & Logistics Management
Services

TO BE CONSIDERED, THE ORIGINAL AND FOUR (4) COPIES OF THE
SUBMISSION MUST BE RECEIVED IN THE
BOND PLANNING, ENGINEERING AND CONSTRUCTION DEPARTMENT
NO LATER THAN

12:00 Noon (Mountain Time) ON JANUARY 30, 2008

AT:

BOULDER VALLEY SCHOOL DISTRICT
BOND PLANNING, ENGINEERING & CONSTRUCTION DEPARTMENT

Attn: Denitta Ward, Director of Bond Contracts – Procurement
6500 ARAPAHOE

BOULDER, COLORADO 80303

Request for Qualifications 08-19

For Moving, Storage and Logistics Management Services

The Boulder Valley School District (“District”) seeks to prequalify a pool of moving firms able to provide move-related services on an as-needed basis for the District’s Bond Program. The District requests that interested firms able to provide a full range of moving services submit a response to this RFQ and include a completed “Unit Pricing” sheet with the prequalification submission. Contract awards will not result directly from this prequalification. The District intends that select prequalified firms will be periodically requested to participate in project-specific walkthroughs and then, within three (3) working days after the walkthrough, submit a binding “not to exceed” offer for such move project.

I. INTRODUCTION

The District is committed to providing a challenging educational experience for all its students. The district serves a diverse community that demands educational excellence, including the communities of Boulder, Louisville, Lafayette, Superior, Broomfield, Nederland, Ward, Jamestown and Gold Hill. The district covers approximately 500 square miles and serves an estimated 140,000 residents, with an enrollment of over 27,600. On November 7, 2006, the voters of the Boulder Valley School District approved Ballot Measure 3A authorizing the issuance of $296.8 million in bonds for district facility improvements set forth in the Educational Facilities Master Plan that was approved by the Board of Education on June 13, 2006. The ballot measure includes funds for improvements at schools across the District.

The 2006 Bond Program is expected to be implemented in three phases with a bond letting that occurred in 2007 and two more, in 2009 and 2011. The original planning for the Bond issue called for the issuance of debt in these increments: $120 million in 2007, $100 million in 2009 and $76.8 million in 2012. These amounts were based upon a preliminary six-year, three-phase project list. Construction projects will occur in all three phases. The construction projects will require move, space planning, logistics, and warehousing services. The District seeks qualifications from full-service moving companies capable of working with the District, its employees and contractors, to effectuate smooth, orderly, safe and secure moves throughout the term of the Bond program. All moves must be undertaken and accomplished to assure the least disruption possible to students’ learning environment and instructional work. The District intends to pre-qualify moving firms and submitting proposals to select prequalified firms, on an as-needed basis.

II. SCOPE OF SERVICES

A.  GENERAL SCOPE OF SERVICES

The District will require a full range of moving, space planning, logistical and warehousing services over the duration of the Bond Program and requests interested firms respond to this request for qualifications. While the information gathered through this request will be helpful to the District at this preliminary stage in planning moves, qualification submission will not be a basis for contract award. Contract awards will be based upon District issuance of separate proposals as services are required on projects, review of responses to those proposals, and Board of Education approval, if required.
Services required will vary based upon the size, timetable and budget of each individual Bond project. For example some projects will require the inventorying, packing and moving of classrooms, libraries, kitchen areas, computer and/or science laboratories, and administrative offices. Other projects may require only one or more of those services. Projects may also require coordination of delivery of new furniture, assessments of existing furniture and determining appropriate storage, transport and/or salvaging or disposal. The largest scale move, occurring in December 2008, will require moving Casey Middle School to the site of Platt Middle School, and then moving the school back to the original Casey site in the summer of 2010. In that and other project moves, specific services (“Move Services”) required may include:

·  Inventorying existing furniture and equipment

·  Barcoding

·  Carting or boxing, and labeling

·  Transport

·  Secure warehousing, exterior storage or internal relocation

·  Move planning

·  Managing the move logistics

·  Library moving

·  Report generation

·  Space planning

·  Storage

·  Receipt of new furniture and equipment

·  Coordinate existing inventory take-backs, if required

·  Assembly, transport, and installation

·  Any other relevant service offeror provides

B. PROJECT SPECIFIC CONTRACTUAL SCOPE

Please refer to Section V, paragraph 14 of this RFQ and the appended Move Services contract that will be binding on prequalified firms. The following contractual provisions shall also apply to Move Service contract awards between the District and the successful proposal respondent (“Contractor”):

i.  Move Responsibilities
The Contractor shall furnish all labor, equipment, vehicles and other items necessary to accomplish the move. Storage will need to be provided in some situations, which will also be provided by the Contractor. The Contractor shall be responsible for moving the freestanding furniture, furnishings, boxed personal belongings, electronic equipment, and all other items indicated at the time of the building walk through. Contractor must have Authority to Operate within the State of Colorado and shall provide a copy of such license and a copy of registrations (SSRS, IRP) before commencement of services under this contract.

ii.  Safety
The security of students and staff is of utmost importance. All moving firms must conduct criminal background checks of all persons who will be permitted to enter District premises. Further, any misappropriation of District property will be investigated and referred to the proper authorities for prosecution. Determinations of inappropriate conduct or misappropriation may result in a firm’s bar from future work on 2006 Bond projects.

iii.  Electronics Moves
All computer equipment shall be transported and or securely stored in a manner that provides protection from damage, moisture, dust, and shock related movement.
The Contractor shall make the following preparations for the move of personal computers, computer terminals, printers, plotters, scanners, fax machines and any other miscellaneous peripheral devices:

·  Pack all cords, wires, mouse, etc. in the same box with the central processing unit (CPU). Label box with location number.

·  Each monitor should be packed in a separate box protected from damage. The CPU, all cables, accessories, keyboard, etc. may be packed in the same box. Label box with location number.

·  Once remodel has been complete, the contractor shall unpack the monitor, CPU and all accessories. These items should be placed on any work surface as designated. The cables, wires, mouse, keyboard, etc should be placed on top of or immediately adjacent to the CPU.

iv.  Site Clean Up
All boxes and packing material are to be removed from the site by the contractor immediately after the items are unpacked.

v.  Move Coordination Services
The Contractor shall be required to provide move coordination services. These services will include a detailed move plan and all activities necessary for the moving of furnishings, equipment, etc. from the original location to another location within the school, or into storage, depending on the type of move. All planning and stages of coordination should be geared to meet a specified move date. The coordinator shall determine the amount of effort required, plan the sequencing of the move, arrange for meetings, schedule delivery of packing boxes, ensure those being moved understand their tasks and schedule deadlines, be on-site as a troubleshooter on the day(s) of the move, etc. A separate charge for this service shall be itemized. All rates specified shall include all direct and indirect overhead costs, including but not limited to, transportation, general and administrative costs, etc.

vi.  Move Consultation Meetings
During the move process, the Contractor may be required to attend meetings with a school(s) being moved to answer questions. The District will make efforts to keep these meetings infrequent. These move consultation meetings are considered part of the Contractor’s overhead costs and not separately billable under this contract.

vii.  Coordination with District Move Manager
The Contractor shall work closely with a representative from the district prior to and during any district moves to discuss and coordinate all move issues at no cost to the District.

viii. Time on the Job
Hours on the job will be computed from the arrival at the district location to the departure from the district location. When the contractor’s move team is assembled at the district location, the Contractor’s on-site supervisor shall meet with the district move coordinator or other person in authority. The purpose of this meeting is to verify the starting time, number of workers present and resolve any last minute issues. This meeting is mandatory and the Contractor’s on-site supervisor shall be required to sign a tally sheet or verification form supplied by the district prior to starting.
For each employee reporting for work at the Contractor’s facility and then dispatched to a job site, a one-hour per day travel time allowance will be permitted. Travel time allowance shall not be applicable for employees reporting directly to a job site.
Contractor’s on-site supervisor shall obtain the district’s representatives written approval of time worked and the number of workers used at the end of each day. This approval is mandatory and shall be obtained by a person in authority agreed to by both parties prior to the commencement of any move.

ix.  Building Walk-Through and Building Protection
Contractor shall conduct, coordinate, and document a pre-move walk-through with the District to verify pre-existing conditions and damages of the building at no additional cost to the District.
The Contractor shall protect all surfaces (wall, floors, elevators, etc.) from damage by providing adequate building protection as approved by the District at no additional cost. The contractor shall notify the District in writing of any pre-existing damage to furnishings, equipment, surfaces, etc. prior to the move and receive verification from the move coordinator or designee. Once the move is completed, the contractor and a district representative shall inspect for any damage caused by the move. Any damage caused by the contractor shall be repaired or replaced at the contractor’s expense within a reasonable amount of time.

x. Supervision

The Contractor shall provide on-site supervision during all moves. Upon request the contractor shall provide evidence that the supervisor is adequately trained and paid at a higher rate than general laborers. Due to the critical nature and timeliness of each move, the supervisor shall be conversant in English and have excellent communication skills.

xi. Response Time

The Contractor shall perform any move within five (5) days after notification from the District to proceed with the move.
The Contractor shall provide a contact person and telephone number for normal working hours. For emergency calls, nights, and weekends, the Contractor shall provide a contact person and a telephone number, or have a voice mail paging system service or an answering service. Contractors using a voice mail system or answering service shall initiate a call back to the sender within 30 minutes of original call.

xii. Estimates
The “Not to Exceed” estimate for a project move shall be returned to the District no later than three (3) working days after site visit, unless the Contractor and the District agree to a different time. Estimates shall be furnished at no additional cost to the District. Estimates shall include, but not be limited to, the following:

·  Name of the School to be moved

·  Whether the move is during normal working hours or outside normal working hours (including nights, weekends or holidays)

·  Estimated number of labor hours itemized by category of workers and number of workers needed within each category

·  Hourly rate for each category from the Unit Price Sheet (Attachment A)

·  Estimated material cost itemized by type from the Unit Price Sheet

·  Cost of special equipment (i.e. forklift, roll-off truck), if required for the move. All costs associated with the special equipment (i.e. insurance, salaries, overhead, profit, truck rates, etc.) shall be included in the hourly rate.

xiii. Settlement of Damage Claims
If the District’s property is damaged during a move, Contractor shall restore such property to its original condition. If the property is irreparable, lost, or missing, it shall be replaced by Contractor with property of equal or better condition, as determined by the District. If the property cannot be replaced, the District shall be reimbursed at the current market price for property of equal or better condition, up to the amount identified in this Contract’s Insurance Requirements. Resolution shall occur to the satisfaction of the District within thirty (30) days after the date of completed move. All claims by the District for damaged or lost equipment and furniture must be fully and finally settled within thirty (30) calendar days after the date of the completed move at 100% of repair or replacement cost.

xiv. District Responsibilities

Site staff shall be responsible for packing and boxing all of the contents of desks, cabinets, lateral files, etc. which may have to be emptied for the move, except where specifically requested. It is the intent of the District that small items shall be packed and labeled for the Contractor to move. In some instances, site staff may be unable to complete all packing necessary. Contractor shall provide packing and boxing contents of rooms, as necessary. The District reserves the right to move equipment, furniture and supplies using District personnel, with or without the use of Contractor’s carts, or to contract with a qualified vendor to move the equipment.

III.  RFQ RESPONSE SUBMITTAL CONDITIONS

A. RFQ CONTACT

Please direct all written communications, including any timely inquiries, regarding this RFQ to:

Boulder Valley School District

RE: RFQ 08-19
Attn: Denitta Ward, Director of Bond Contracts

6500 Arapahoe Avenue

P.O. Box 9011

Boulder, Colorado 80301

Any other contact with District staff or Board members regarding this RFQ is specifically prohibited.