Request for Proposal Moving Services

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Harvey Tate
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1 June 9, 2015 Request for Proposal Moving Services JAPAN FOUNDATION 131 BLOOR STREET WEST TORONTO, ONTARIO DUE DATE and TIME: Friday, June 19, 2015 Responses must be received before 12:00 noon via to the following address: Contact and Inquiries Samantha Sannella, BFA ID, M ARCH Project Manager, IA Interior Architects Phone: (416) Refer all inquiries, by , to Samantha Sannella, Project Manager, at s.sannella@interiorarchitects.com. All written inquiries and the replies thereto will be provided as a question and answer and sent to all proposers via . It will be each proponent s responsibility to check his or her for additional information. Inquiries will be accepted up to three (3) business days before closing time. Information Session Interested parties can review the new floor plan of the building (See attached). A group general review will be held on Monday, June 15 th at 10:00 AM. Please RSVP to s.sannella@interiorarchitects.com. Please note, the new location is the HBC building managed by Brookfield. As such, all Brookfield rules and regulations for delivery, loading, unloading and schedule must be strictly adhered to by successful bidder. Page 1 of 11

2 INSTRUCTIONS TO PROPONENTS Proposals are invited from qualified and experienced firms for the provision of Office and Library Moving Services and Supplies. The Project Manager will receive proposals before June 19, 2015 at 12:00 PM local time. Submissions received after the noted due time will not be considered. It is the sole responsibility of the person(s) submitting to ensure delivery to this address before the closing date and time. Submission: One PDF Proposal sent via . This 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 Project Manager before the closing date & time. A Proponent may withdraw his Proposal upon written request received by the Project Manager at time prior to the closing date and time. Page 2 of 11

3 Project Overview and Scope Approximately 15 staff and Selected Office Contents Library and Public Space Contents Storage Area and Selected Contents The move will be from 131 Bloor Street West to 2 Bloor East (HBC Building). The Japan Foundation is scheduled to move in August The new location is 2 Bloor East in the HBC Building, 3 rd Floor. The Japan Foundation is currently located at 131 Bloor West, Toronto on the 2 nd Floor. The Japan Foundation requires the services of a moving company to assist with the physical relocation of selected contents for both office and library space. Because the Japan Foundation is a public instruction, there is also a certain amount of furniture that supports this mission, such as stacking chairs, tables, stage risers, etc. The Japan Foundation currently occupies approximately 13,000 SF and is moving to approximately 7,500 SF, therefore all objects on site will not be moved. The move has to occur with minimal downtime for office staff and minimal downtime for public guests. Due to the nature of the move, we will require certain objects to be packed days (TBD) ahead of move to allow for relocated custom millwork to the new location (library stacks, credenzas, library carrels, reception desks.) As an ALTERNATE, MOVERS ARE TO PRICE ADVANCE MOVING OF CERTAIN MILLWORK ITEMS TO NEW LOCATION. Page 3 of 11

4 The following is a summary of the major objects to be moved. There are some minor and miscellaneous objects in addition to this list. OFFICE + ADMIN AREA 13 Workstations and their associated Electronic Equipment (Computers and Phones) 1 Free Standing Office and Contents (Ex Director) Contents of Workstations (about 6 bins per workstation for a total of 80 Bins) 12 Lateral Files (5-High) and all Contents 4 Meeting Chairs and Table Miscellaneous Small Tables and Chairs 15 Bins of Objects in Staff Room PUBLIC SPACE 140 Stacking Chairs and Dollies Podium LIBRARY JPOP Lounge Furniture 1 Library Newspaper Rack and Contents and 2 Library Tables 25 Bins of General Objects/Books/Documents 2 Workstations and Contents (6 Bins Each) STORAGE ROOMS 1 Server Rack and Chair with Equipment (5 Long) 140 Stacking Chairs and Dollies 6 Metal Shelves (and Contents) 10 Bins of Objects in Kitchen Area (and Microwave) 16 Foldable Tables and Dollies 1 Large Board Room Table and 12 Chairs 1 White Bookshelf and Contents, Approximately 6 Long, 2 Shelves High Contents of Reference Shelves, Back to Back, 6 Feet Long, 2 Shelves High Contents of Library Shelves, 30 Long, 6 Shelves High Workroom and Library Counter Contents 25 Bins High Bookshelves and Contents 53 Office and Occasional Chairs 20 Bins of General Objects Miscellaneous Small Tables and Chairs 10 Stage Risers 4 Bookshelves (48 Wide) 7 Feet High, 6 Shelves Each and Contents 2 Library Carts and1 Library Display Rack and Contents Contents of 8 Library Stacks (Back to Back) 6 Shelves High, 105 Long DVD Stacks 72 LF of DVDs and Films 10 Exhibition Crates 25 Bins of General Objects Foldable Tables and Dollies 3 Mobile Carts with Dishes 4 Bookcases (and Contents) 4 Flat Files, 2 Lateral Files (5 High), 2 Lateral Files (3 High) and Contents 21 Stanchions 3 Posting Panel Stands 3 Panel Screens 3 Clothes Hanger Racks 3 Ladders Misc. Exhibit Materials and Stands Page 4 of 11

5 Alternates: 1. AV Equipment (3 TVs, 1 AV Screen (Electric and Ceiling Mounted), Projector (Ceiling Mounted) and Misc. AV Equipment 2. Refrigerator, Dishwasher 3. Library Alternates: 8 Library Stacks and End Caps (Shelves are 105 Long, Back to Back Shelves) Constructed in 3 35 Each. 280 of Library Shelving, Single Sided, 8 35 Each. 72 of Reference Shelves (Back to Back) LABOUR to Pack and Unpack the Library Services Required: Designated move consultant to work with IA and Japan Foundation representatives in developing a relocation strategy that results in minimal downtime of services. Duties of consultant will include: Working with IA to develop a 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. Coordination of furniture, file systems, boxes, appliances, equipment and general office effects. 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, printers, etc. Please Note: Modular furniture will be moved and reassembled in the new location. Workstations are Herman Miller, Canvas System. Large Boardroom Table must be disassembled and reassembled. Moving of IT equipment including servers, routers, workstation computers, monitors, keyboards and personal printers will be a part of the moving services required. (This does not include the library security gate and copy machines.) Page 5 of 11

6 Materials and equipment provided by successful bidder must include all materials required for the move i.e. tape, labels, dollies, protective coverings/wrapping, blankets, boxes and bins. Labour and equipment to move the contents of the designated areas including disassembly and reassembly of items. Installation of furniture in locations to be designated by IA/Japan Foundation per the new floor plan. Japan Foundation staff will label all boxes, office/furniture equipment etc. with corresponding office numbers as listed on the floor plans. The vendor shall ensure all labeled 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 bonding for staff working on this assignment Proposals should include the following: Legal company name and full contact information A brief overview of the company, including size and years in service The names and personal experience of personnel leading the relocation Minimum of three (3) references of similar current or past contracts, including contact names and telephone numbers for each client. 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. Draft contract Price Breakdown as follows: Rates and Quantity of Hours for the following: Page 6 of 11

7 Coordinator/Project Representative: per hour fee for representative that will oversee the project and work with IA and Japan Foundation to ensure a successful move. 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 Driver: the contractor s staff person or person s that will drive the truck that is used to move the items. Truck Charge: Hourly fee charge by the contractor for the truck that is needed to move the items from one location to the other. Total Labour Cost (estimate based on above) Total Moving Supplies Cost (estimate) Cost proposals shall be quoted as a not to exceed cost for services. Costs proposed shall be inclusive of all costs related to completing the project, including but not limited to preparation, travel, transportation, communication, reproduction, labor, overhead, profit, etc. Please provide explanation of how partial hours are billed (i.e. rounded up to quarter hour, half hour or hour). Project Timeline Moving consultant/coordinator must be available for consultation over the course of June, July and August 2015 Relocation to occur on completion of building expected 3 rd week of August. Evaluation: Financial considerations 40% Vendor s ability to provide the services required 35% Value added services 15% Vendor s references 10% TERMS AND CONDITIONS Competency and Qualifications Page 7 of 11

8 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. 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, each occurrence; $2,000, aggregate products and/or completed operations b) Property Damage Liability - $2,000, each occurrence; $2,000, aggregate products and/or completed operations e) Owned & Non-owned Automobile - $2,000, any one accident A Cross Liability clause shall be made part of the Comprehensive General Liability Insurance and be endorsed to provide Japan Foundation with (30) days advance written notice of cancellation or material change. Japan Foundation must be named as additionally insured. WSIB The successful Contractor shall provide WSIB coverage for all workers on their payroll and provide Japan Foundation with satisfactory proof of coverage (if requested) prior to the commencement of any work. Cancellation Japan Foundation 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 Senior Management Staff who retains the ability to cancel this process for any reason whatsoever without any compensation to anyone. Page 8 of 11

9 Assignment/Subcontracting The Contractor shall not assign any of its obligations without Japan Foundation 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 Japan Foundation.All invoices are subject to prior review and approval by Japan Foundation and approved invoices will be paid on a net 30 day basis unless otherwise negotiated and agreed to in writing. If Japan Foundation does not approve of the services or part of them which are the subject of the invoice, Japan Foundation shall advise the Contractor in writing of the reasons for non-approval and the Contractor shall remedy at no additional cost to Japan Foundation before Japan Foundation shall be obliged to pay the invoice or any part of it, as the case may be. Indemnification The Contractor shall indemnify and save harmless Japan Foundation, its agents, employees and board members 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 Japan Foundation, its agents and employees, or the contractor by reason of an act, error or omission of the Contractor, its agents employees or licensees 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. Contractors Expense Contractors are solely responsible for their own expenses in preparing a submission. If Japan Foundation elects to reject all submissions, Japan Foundation will not be liable to any Contractor for any claims, whether for costs Page 9 of 11

10 or damages incurred by the Contractor in preparing the submission, loss of anticipated profit, or any other matter whatsoever. Irrevocability Submissions will be irrevocable and remain open for acceptance by Japan Foundation for a period of sixty (60) calendar days, after the closing time. 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. Moving Logistics: 131 Bloor West Colonnade Building Only 1 Elevator is usable for moving. This is the West Elevator. Moving route must be marked with yellow caution tape so that people cannot cross path. Small boxes can be hand carried. Larger items must be moved at night. Monday-Friday, 8 p.m. 7 a.m. Saturday, 8 p.m. Sunday 7 a.m. Work causing vibrations must be pre-approved by the landlord and can only be carried out during early morning hours between Bloor East, HBC Building The moving of all heavy equipment or other office equipment or furniture shall occur between 6:00 p.m. and 8:00 a.m. or any other time consented to by the Landlord and the persons employed to move the same in and out of the Development must be acceptable to the Landlord. Safes and other heavy office equipment will be moved through the halls and corridors only upon steel bearing plates. No deliveries requiring the use of an elevator for freight purposes will be received into the Development or carried in the elevators, except during hours approved by and scheduled through the Landlord. Only elevators so designated by the Landlord shall be used for deliveries of workmen and materials, furniture and other freight. Negotiation Japan Foundation reserves the right to negotiate enhancements or changes to the preferred Proposal with the Proponent. Page 10 of 11

11 JF, NEW FLOOR PLAN 2 BLOOR EAST, 3 RD FLOOR (Please note, this plan may be updated before move.) Page 11 of 11

MICHIGAN PLAZA MOVING POLICY Updated

MICHIGAN PLAZA MOVING POLICY Updated 04.03.2013 The following rules pertain to move in/out of furniture, equipment and supplies at Michigan Plaza, Chicago, Illinois. ANY MOVERS NOT ADHERING TO THE FOLLOWING