REQUEST FOR PROPOSALS
VILLAGE HALL MOVING SERVICES
The Village of Lake Orion is seeking proposals from qualified contractors to provide commercial office moving services. The village administrative offices and police department are currently located at 37 East Flint Street, Lake Orion, Michigan. The village is in the process of selling the current village hall property and will be moving its administrative offices temporarily less than one mile away to Orion Pointe professional office building at 214 South Broadway, Lake Orion, Michigan, on October 2, 2014, and then to the new permanent village hall less than one mile away on January 30, 2015, at 21 East Church Street, Lake Orion, Michigan. The police department will move from the current village hall to its temporary location in the basement of the permanent village hall at 21 East Church Street less than one (1) mile away on October 2, 2014. Moving services are needed to provide for all three (3) of these moves as well as relocating police department furnishings and files from the basement of the Church Street building to the first floor on January 30, 2015, when administrative offices move to the building. Some document files and furniture will be moved to two storage facilities in Lake Orion and Orion Township.
SCOPE OF WORK
1. Building Protection
1.1 Appropriate efforts will be made to protect the walls, floors, fixtures, plumbing, mechanical, and electrical systems within the buildings prior to moving furnishings, files, or other materials for all moves outlined in this Request for Proposals. Proper building protection materials shall be placed. Prior to placing building protection materials, the Contractor shall perform a walk-through of the buildings with village administration to record any pre-existing damage in the buildings prior to the moves.
1.2 To minimize the risk of damage to buildings, elevator protection and other extensive building protection materials shall be properly placed to protect the building from damage.
2. Materials
2.1 Contractor shall deliver two hundred (200) packing crates at least ten (10) days prior to the move, and the crates shall be available for any additional days after the move until notified by the village to pick up the crates. The contractor shall include the cost of delivery and pick up of the crates in the rental cost of the crates. The contractor shall provide additional deliveries or pickups of crates if requested by the village.
2.2 The contractor shall provide a minimum of 1,500 color-coded moving labels at no additional cost to properly label items to be moved for ease in identifying delivery and setup locations.
2.3 The contractor shall provide shrink wrap and shall shrink wrap all items requiring protection or to avoid spillage of contents at no additional cost.
2.4 The contractor shall provide speed packs at no additional cost. Any unreturned or unusable speed packs shall be charged to the village at a rate to be proposed by the contractor.
3. Upper Level Move to Temporary Locations
3.1 On October 2, 2014, the contractor shall provide fourteen (14) moving personnel and three (3) trucks for approximately nine (9) hours to move all items from the upper level of the existing village hall at 37 East Flint Street to the two (2) temporary locations at 214 South Broadway (administrative offices) and 21 East Church Street (police department) as well as to the two (2) storage facilities located in Lake Orion and Orion Township. 3.2 Contractor’s personnel will form a line beginning at the top of the stairsand be staged
every two (2) steps to the bottom of the stairs to pass boxes and furniture down to first level. Speed packs will be loaded at the bottom of the stairs. Furniture will be placed on dollies at the bottom of the stairs. There is no elevator, so all items must be carried down the stairs.
4. Lower Level Move to Temporary Locations
4.1 On October 2, 2014, the contractor shall provide nine (9) moving personnel and three (3) trucks for approximately nine (9) hours to move all items from the lower level of the existing village hall at 37 East Flint Street to the two (2) temporary locations at 214 South Broadway (administrative offices) and 21 East Church Street (police department), as well as to the two (2) storage facilities located in Lake Orion and Orion Township.
5. Disassembly of Mobile Shelving and One Police Desk
5.1 On October 2, 2014, the contractor shall disassemble and reassemble the police mobile shelving unit and police clerk desk.
6. Move Police Department to Permanent Location
6.1 On January 30, 2015, the contractor shall provide six (6) moving personnel and one (1) truck for approximately five (5) hours to move furniture, files, and other contents from the police department’s temporary location in the basement at 21 East Church Street, Lake Orion, Michigan, to the first floor level of the same building and to move contents from an off-site storage facility within the Village of Lake Orion to the Church Street facility.
6.2 Building protection services as outlined in Section 1 of this Request for Proposals shall be provided.
6.3 The contractor’s personnel shall disassemble and reassemble furniture and shelving units.
7. Move Administrative Offices to Permanent Location
7.1 On January 30, 2015, the contractor shall provide twelve (12) moving personnel and three (3) trucks for approximately ten (10) hours to move furniture, files, and other contents for the village administrative offices from 214 South Broadway, Lake Orion, Michigan, the Orion Township storage facility, and the Lake Orion storage facility to 21 East Church Street, Lake Orion, Michigan.
7.2 Building protection services as outlined in Section 1 of this Request for Proposals shall be provided.
7.3 The contractor’s personnel shall disassemble and reassemble furniture and shelving units.
8. Village of Lake Orion’s Responsibilities
8.1 The Village of Lake Orion will arrange with its copier company to remove the toner from the copier machines, detach sorters and external paper trays, and move the copiers from one location to another.
8.2 Prior to moves, the Village of Lake Orion will prepare computers, fax machines, and printers for transport according to instructions provided by the contractor. The village will secure all cables and related equipment in computer pouches or other appropriate storage containers provided by the contractor.
8.3 The Village of Lake Orion will instruct its employees to remain a safe distance from the contractor’s moving personnel during moving operations and to refrain from touching, grabbing, pushing, pulling, or catching the furniture during moving operations.
8.4 The Village of Lake Orion will completely empty and pack the contents of desks, lateral file cabinets, credenzas, bookcases, storage cabinets, and fire filing cabinets except for those identified by the contractor as being able to be moved without being emptied. 8.5 The Village of Lake Orion will detach all wall hangings from all walls.
8.6 The Village of Lake Orion will unlock all furniture.
8.7 The Village of Lake Orion will disconnect water lines from refrigerators and ice makers and drain any water coolers.
8.8 The Village of Lake Orion will move all laptop computers.
8.9 The Village of Lake Orion will move all small plants, personal items, and small fragile items such as pictures, paintings, diplomas, plaques, and artwork.
8.10 The Village of Lake Orion will provide accurate drawings for placement of office furniture, crates, or boxes.
8.11 The Village of Lake Orion will provide accurate installation drawings for mobile storage unit installers.
8.12 The Village of Lake Orion will provide at least one representative from the village at each moving location during the entire move process.
9 Contractor’s Responsibilities
In addition to the responsibilities of the contractor outlined above:
9.1 The contractor shall assist in color coding and marking floor plans with labels and shall meet with village employees prior to the moves to instruct them on how to pack and label crates and other items.
9.2 The contractor shall shrink wrap furniture, cabinets, and other items requiring wrapping to secure doors, protect from damage, and prevent spillage of contents.
9.3 The contractor shall place all large paintings, pictures, and other wall hangings into picture-packs and speed packs for efficient transport. The contractor shall wrap the tops
9.4 The contractor shall move all large plants as efficiently as possible.
9.5 The contractor shall prepare all conference room tables for moving, including any required disassembly and reassembly, management of wires, and other preparation as necessary. The contractor shall shrink wrap the tops of tables with protective material. 9.6 The contractor shall secure any and all metal shelves for transport. The contractor shall
disassemble and reassemble shelving units.
9.7 The contractor shall wrap all fragile furniture with protective material prior to moving. 9.8 The Contractor shall properly wrap all computer monitors, printers, and CPUs with
appropriate anti-static bubble wrap protection prior to moving the items. The contractor shall place all computers in computer bins (speed packs) and shrink wrap the tops for protection.
9.9 The contractor shall load, unload, move, and transport all files, with close supervision to be provided by the village for those files requiring confidentiality.
9.10 The contractor shall install floor and wall protective covering to minimize the risk of damage to the new office spaces and building. Prior to installing such building protection, the contractor shall perform a walk-through with representatives from the village to record any pre-existing damage in the new office spaces and building.
9.11 The contractor shall move all non-essential furnishings, files, and other contents and items to off-site storage facilities located in Lake Orion, Michigan, and/or Orion Township, Michigan.
9.12 The contractor shall make all reasonable attempts to make other arrangements or identify alternative options for addressing unknown or unanticipated issues relating to the moving of large items.
9.13 The contractor shall be responsible for the management, direction, and supervision of its moving personnel and equipment, including the efficient division of personnel and equipment into appropriate work units to provide for the most efficient and timely move of items between the multiple locations involved with the moves.
9.14 The contractor shall provide all moving equipment and supplies, including but not limited to crates, speed packs, dollies, moving vans or trucks, shrink wrap, bubble wrap, and building protection materials.
9.16 The contractor shall provide one supervisor at each of the origin and destination office buildings of each move and shall identify those supervising personnel to the village prior to the start of each move.
9.17 The contractor shall be registered and licensed with the State of Michigan as a moving company and shall provide to the village a copy of such valid license.
9.18 The contractor shall be fully insured for automobile and commercial general liability, and property insurance damage in the coverage amounts and limits determined by the village and attached hereto and provide the Village of Lake Orion with a certificate of insurance in such amounts, with the Village of Lake Orion named as additional insured and certificate holder under such liability policy.
9.19 The contractor is an independent contractor, and, as such, is responsible for providing workers’ compensation insurance as required by state law for its employees. The contractor shall provide a certificate of insurance or other acceptable evidence of coverage to the village prior to providing moving services.
9.20 The contractor shall provide contents insurance for the Village of Lake Orion in the amount of $0.50 per pound per article on all goods for all local moves as required by the Michigan Public Service Commission. The contractor shall also provide optional replacement value insurance coverage for the Village of Lake Orion in the amount of $100,000 with a $0 deductible. The contractor shall provide a certificate of insurance or other evidence of coverage to the village prior to providing moving services.
9.21 The contractor shall provide all moving services outlined above on the dates indicated above for the total price of $ ______________. In addition, the Village of Lake Orion shall be charged $ ___________ per day per crate for each additional day beyond ten (10) days for rental of packing crates for each move date. The contractor shall provide speed packs at no charge but shall charge the Village of Lake Orion $ _________ for each speed pack that is not returned or is returned unusable after each move. The contractor shall provide a count to the Village prior to each move of the total number of speed packs provided for each move.
11. References and other Supporting Information
The contractor shall submit with its proposal a list of seven (7) references from commercial clients for which the contractor has provided commercial moving services within the past two (2) years. The list shall include the company name, address, name of contact person, telephone number, and E-mail address (if available). The contractor may also provide additional information, such as special certifications, that would help the Village of Lake Orion give full consideration to the expertise and qualifications of the contractor.
12. Proposal Submittal Instructions
Three (3) original copies of proposals shall be submitted in sealed envelopes clearly marked “BID
– VILLAGE HALL MOVING SERVICES” and mailed or delivered in person to Village Clerk, Village of Lake Orion, 37 East Flint Street, Lake Orion, MI 48362. Proposals must be received by the village no later than Thursday, September 18, 2014, at 12:00 noon to be considered, at which time the proposals will be opened and read aloud. The village reserves the right to reject any
or all proposals and to waive any irregularities in proposals as may be deemed to be in the best interest of the village at the village’s sole discretion. The village council is expected to award a contract at its regular meeting to be held on Monday, September 22, 2014, and the village expects to execute acceptance of the proposal of the successful company on Tuesday, September 23, 2014.
10. Mandatory Site Visit
Contractors interested in submitting a proposal to provide moving services under this Request for Proposals are required to complete a site visit no later than Wednesday, September 17, 2014,
at 2:00 PM, to be considered for award of a contract for this project. Site visits may be scheduled
by contacting the Village of Lake Orion at (248) 693-8391 ext. 100.
11. Contractor Information and Acceptance
I/We agree to the terms of this proposal and agree to provide the independent contractor services, personnel, materials, insurances, and certifications outlined above. I/We understand that this proposal constitutes the entire agreement between the parties and that any changes to this agreement shall be only by mutual agreement in writing between the parties.
CONTRACTOR NAME: ____________________________________________________________ CONTACT PERSON: ____________________________________________________________ CONTRACTOR ADDRESS: ______________________________________________________ CONTRACTOR PHONE: ______________________________________________________ CONTRACTOR E-MAIL: ______________________________________________________ AUTHORIZED CONTRACTOR SIGNATURE: __________________________________________ DATE OF PROPOSAL: ____________________________________________________________
12. Village of Lake Orion Acceptance of Proposal
The Village of Lake Orion, Michigan, agrees to the terms of this proposal and does hereby approve and request the above services to be performed by the contractor. The Village of Lake Orion agrees to pay the prices indicated above by the contractor for the performance of the moving services, personnel, materials, insurances, and certifications outlined above. The Village of Lake Orion understands that this proposal constitutes the entire agreement between the parties and that any changes to this agreement shall be only by mutual agreement in writing between the parties.
________________________________________ ________________________ Darwin D. P. McClary, Village Manager Date
Village of Lake Orion PO Box 359
Lake Orion, MI 48361
