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Request for Proposals – Move Services

REQUEST FOR PROPOSAL FOR MOVE
SERVICES

Medina County Ohio seeks to obtain Proposals from Professional Firms (“Move Vendor”) To provide move services related to the Medina County Courthouse Project.

If your firm is interested in performing Move Services on behalf of the County, please submit a proposal in accordance with this RFP. The deadline for receipt of all materials responsive to this RFP is September 26, 2022 at 1:00 p.m. (the “Response Deadline”). Note that Responses delivered after the Response Deadline may not be considered. A minimum of three (3) copies of your Response along with an electronic version in PDF should be submitted to:

Medina County Commissioners
144 North Broadway St.
Suite 201
Medina, OH
ATTN: Scott Miller, CPA
Office: (330) 722-9201

Move Vendors interested in being considered for contract awards are invited to submit a Response based on the following:

Timeline

MANDATORY Pre-bid Walkthrough: If your firm is interested in submitting a proposal, please plan to meet in the main lobby of the Medina County Courthouse located at 93 Public Square, Medina, OH 44256 on September 12, 2022 at 2:00 PM for a guided tour of the existing Courthouses followed by a guided tour of the new Courthouse.

Questions Due: September 16, 2022 at 1:00PM. Please submit all questions to Brandon Pasela with NV5 (“Owners Representative”) at Brandon.Pasela@NV5.com .

Addendum/Question Response: Issued on behalf of The County September 20, 2022 by 1:00 PM.

Proposals Due: September 26, 2022 at 1:00 PM.

Potential Interviews/Shortlist Selection: Week of October 3rd 2022. Interested bidders will be contacted by September 29, 2022 to setup interviews if needed by The County.

Selection: The selected Move Vendor will be contacted for onboarding and contract negotiation by October 14, 2022.

Work Commencement: The selected bidder should anticipate supply drop off in October of 2022.

Purpose
The Medina County Commissioners (“County”) is issuing this Request for Proposal (“RFP”) requesting a proposal from interested firms to provide moving services related to the relocation of furniture, equipment, staff and faculty to a new Courthouse currently being constructed with an estimated completion date of December 2022. Such services may include disposal, relocation, disassembly, and re-assembly of furniture, equipment, and various office supplies. The County anticipates the awarded consultant selected will provide moving services to and from each location. The goal is to coordinate all activities relating to this move directly with NV5 (“Owners Representative”) and the County staff to make the transition smooth.

1. REQUIREMENTS OF THE WORK
Each Consultant must be prepared and equipped to provide such services in a timely manner and on relatively short notice so as to enable the County to meet critical, and at times unpredictable, time deadlines and schedules.

2. QUALIFICATIONS RESPONSE FORMAT
A Consultant’s response shall not exceed 20 pages, excluding resumes, brochures, and other related materials. Responses must be organized in the following order and shall include all of the following sections and information as stated in this document.

2.1 FIRM INFORMATION
A Cover Letter and introduction, including the company name, address, telephone number, fax number and email address of the person or persons authorized to represent the Consultant regarding all matters related to the proposal. As part of the narrative, provide a brief synopsis of the firm’s corporate structure and history. In a narrative discussion, describe any litigation or threatened litigation against your firm or its owners that may affect your performance or completion of this project. A person authorized to bind the firm to all commitments made in the proposal shall sign this letter. Use Exhibit E Form.

2.2 Information as to the location of Consultant’s headquarters and the address and contact information for the local contact office and the primary contact person for the Consultant.

Proposals will be evaluated based upon the criteria in Sections 2.3 – Section 4.

2.3 A summary of Consultant’s relevant expertise and experience in moving services (3) years of relevant experience and success must be demonstrated. Furthermore, a schedule of contracts (3 most recently completed contracts) for similar services provided including, with respect to each project, the project name and the property address, the contract amount, and the Consultant’s contact person on said project. Describe the services offered. What differentiates your services from other providers? Provide a proposed work plan for assisting the County. This may include providing a proposal based upon the scope of services outlined within the proposal and any alternative scope of work that the consultant may recommend as appropriate based upon its experience and expertise.

2.4 List of references with name of contact and contact information

2.5 Identification of Consultant’s project team, key personnel and staff members and their specific expertise and experience in moving Services. Provide the name of a primary point of contact.

2.6 A schedule of sub-consultants or sub-consultant categories, if any, which are likely to be used by the consultant in carrying out any work that may hereafter be awarded to the Consultant by the County. Identify any outside moving/consulting disciplines that the firm may use in the course of performing services to the County associated with the firm.

3. FEE
Provide the proposed fee for each proposed discipline as highlighted in the Scope of Services section of this RFP. Please use Exhibit D – Medina County Courthouse – Bid Fee Worksheet.

Consultant shall propose a not to exceed fee for all of the services described in Section 4 below (Exhibits A, B, and C). Consultant’s proposed fee should include and account for the direct labor, fringe benefits, insurance, overhead, profit, and all other expenses the consultant will incur in providing the services.

4. SCOPE OF SERVICES
The Scope of Services are set forth in Exhibits “A, B, and C” of this RFP. The scope may be modified at the sole discretion of the County prior to execution by the selected firms or individuals.

5. INSURANCE:
Firms must have the ability to secure insurance coverage and provide Proof of Insurance, as described below: Comprehensive general and auto liability insurance with limits of not less than one million dollars ($1,000,000) combined single limit, bodily injury and property damage liability per occurrence, including:

  • Owned, non-owned and hired vehicles;
  • Blanket contractual;
  • Broad form property damage;
  • Products/completed operations; and Personal injury;
  • Professional liability insurance, including contractual liability, with limits of $2,000,000 per claim;
  • Workers’ Compensation Insurance shall be maintained, in accordance with the laws of the State of Ohio, adequate to protect any person, firm, or corporation employed directly or indirectly in connection with the work of the Consultant from claims under Workers’ Compensation Acts which may arise for operations, whether such operations be by any person, firm, or corporation, employed directly or indirectly by the Consultant upon or in connection with the work.

6. SELECTION CRITERIA
Although not necessarily exhaustive of the criteria to be utilized by the County, the County intends to use the following evaluation criteria in selecting a Consultant. The Evaluation criteria are as follows:

  • Timeliness and Completeness of Response. To receive maximum consideration, Consultant’s Response must be received by the Response Deadline. In addition, Consultant’s Response will be evaluated with respect to organization, clarity, completeness, and responsiveness to this RFP.
  • Technical Qualification and Competence. This includes experience, expertise, and familiarity with applicable laws and requirements.
  • Record of Past Performance. This includes work quality, completion of work on schedule, cost controls, current contracts as well as the response of references provided by the Consultant or any other references identified by the County.
  • Approach to Work. This includes project management coordination methodologies, analysis and study approaches, ability to respond to emergencies, delays and consultant’s ability to communicate effectively with County personnel, and offer advice in the best interest of the County.
  • Cost Control. This includes cost control procedures, resourcing of adequate and appropriate qualified personnel to achieve the County’s objectives and scope of work outlined herein, personnel utilization, billing rates for personnel and Consultant’s policies respecting the passthrough to the County of overhead costs.

7. EVALUATION OF STATEMENT OF QUALIFICATIONS
The proposals will be scored individually by members of an evaluation panel consisting of individuals selected by the County. In person interviews may be requested. Once the scoring has been completed, the evaluation panel will evaluate the scores and presentations made during the interview (if applicable) and a selection made. Selection for this proposal will not preclude nor guarantee the selected firm consideration for future County projects.

8. QUESTIONS REGARDING THE RFP:
Please contact Brandon Pasela at Brandon.Pasela@NV5.com regarding this RFP

Move Vendor’s Proposal:
The Move Vendor in its Response to this RFP, shall outline its methods, approach, and strategies to meet the scope of work outlined herein in Exhibits A, B, and C.

The Move Vendor shall identify any proposed utilization of sub-consultants to meet tasks and/or activities.

The Move Vendor shall identify any resources, information and/or data it needs from the County to further accomplish the objectives as outlined in this scope of work and RFP.

The Move Vendor shall fill out all necessary Exhibit Forms attached herein to this RFP and all Exhibit Forms to be requested by the Move Vendor as described herein to this RFP.

The Move Vendor shall propose a not to exceed fee for all of the services associated with the RFP. The firm’s proposed fee should include and account for the direct labor, fringe benefits, insurance, overhead, profit, and all other expenses the Move Vendor will incur in providing the services. The fee shall outline a not to exceed fee by task/activity and any other fee breakdown it deems appropriate for County consideration (use Exhibit D).

Notes to Interested Firms:
Move Vendors shall be responsible for all fees and costs associated with the preparation of the response to the RFP.

A response to the RFP shall in no way guarantee or bind the County in any manner to work with firm. The County at its sole discretion can withdraw, rescind, cancel, and/or choose to re-issue said RFP.

SITE LOCATIONS:

The major site locations are listed below:
1. 92 Public Square
Medina, OH
44256

2. 93 Public Square
Medina, OH
44256

3. 225 E Washington St
Medina, OH
44256

Interested bidders are required to review the following attached documents:
Exhibit A: Scope of Work
Exhibit B: Anticipated Move Schedule
Exhibit C: Move Location Map
Exhibit D: Bid Fee Worksheet
Exhibit E: Authorization Form

Download RFP

Download Addendum 1

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