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HomeMy WebLinkAbout4.6 Solicit Bids Civic Center Move Qo 3a CITY OF DUBLI14 AGENDA STATEMENT CITY COUNCIL 14EETING DATE: July 24, 1989 SUBJECT Authorization to Request Bids for Moving Services EXHIBITS ATTACHED Bid Specifications/)?�RECOMMENDATION uthorize Staff to request bids FINANCIAL STATEMENT: Cost will be determined after reviewing the bids . Funds are included in the Building Management account of the approved 1989-90 Budget. DESCRIPTION In preparation for moving to the new Civic Center, the services of a professional moving firm will be required. It is anticipated that the cost of these services will exceed $5, 000 . Therefore, the City' s purchasing ordinance includes a requirement for a competitive bid. In addition to furnishings, the movers will need to be experienced with moving data processing equipment. The current schedule anticipates a recommendation will be made to the City Council at their meeting on Monday, August 14 , 1989 . Staff recommends that the City Council authorize the solicitation of competitive bids as outlined in the specifications. -------------------------------------------------------------------------- COPIES TO: ITEM NO. 4; � �� NOTICE INVITING SEALED BIDS FOR CIVIC CENTER FURNISHINGS/DATA PROCESSING EQUIPMENT MOVING SERVICES NOTICE IS HEREBY GIVEN that sealed bids will be received until 1 : 00 p.m. , Tuesday, August 8, 1989, at the City of Dublin Offices, which are located at 6500 Dublin Boulevard, Suite 205, Dublin, California 94568 . Sealed bids will be accepted for the project as outlined in the specifications. The competency and responsibility of the bidders will be considered in making the award. The City reserves the right to reject any or all proposals, to determine the lowest responsible bidder and to waive any informality or irregularity in the proposals submitted. A complete set of bid documents is available at City Offices, 6500 Dublin Boulevard, Suite 205, Dublin, CA 94568. For further information concerning this bid, contact Paul S . Rankin, Assistant City Manager at (415) 829-4600 . Richard C. Ambrose, City Clerk CITY OF DUBLIN CIVIC CENTER FURNISHINGS/DATA PROCESSING EQUIPMENT MOVING SERVICES INSTRUCTIONS TO BIDDERS PROPOSALS Bids shall be made upon the form obtained at the office of the City Manager properly and with all items filled out. A copy of the form is also included in the Bid Specification package. The signature of all persons signing shall be in longhand. The completed form shall be without interlineations, alterations, or erasures . Any irregularity may be cause for rejection of the bid. Bids shall be submitted in a sealed envelope with the words "CIVIC CENTER FURNISHINGS/DATA PROCESSING EQUIPMENT MOVING SERVICES BID ENCLOSED" on the outside. Bids must be received in the City Manager' s Office, 6500 Dublin Boulevard, #205, Dublin, CA 94568, no later than 1 :00 p.m. , Tuesday, .August 8, 1989. Bids shall not contain any recapitulation of the work to be done. Alternative proposals will not be considered, unless called for. No oral, telegraphic or telephone proposals or modifications shall be considered. AWARD AND REJECTION OF BIDS Award of the contract will be determined by the lowest total submitted by a responsible bidder. The references shall be reviewed in regards to successful experience with moving mainframe computers and the ability to perform the work as outlined. The right is reserved, as the interest of the City may require, to reject any or all bids, to waive any informality in the bids, and to accept or reject any items of the bid. WITHDRAWAL OF BIDS Bids may be withdrawn by the Bidder prior to, but not after the time fixed for opening of bids . INTERPRETATION OF DOCUMENTS If any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the specifications or other proposed contract documents, he/she may submit to the City a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the proposed documents, which in the City's judgment is necessary, will be made only by Addendum duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving a set of such documents. The City will not be responsible for any other explanations or interpretations of the proposed documents . INSTRUCTIONS, Page 1 of 2 ATTACHMENTS Bidders may attach a supplement explaining the labeling system to be used by their firm. They may also provide a brief description of any special features of their proposal. As identified on the bid proposal form, supplemental insurance rate information may also be included as an attachment. ADDENDUM OR BULLETINS Any Addendum or Bulletins issued during the time of bidding, or forming a part of the documents furnished to the Bidder for the preparation of his/her bid, shall be made a part of the contract. The receipt of each Addendum shall be acknowledged on the Bid Proposal Form as submitted by the Bidder. INSTRUCTIONS, Page 2 of 2 GENERAL CONDITIONS SCOPE OF WORK Plans and Contract Documents may be secured from the office of the City Manager, 6500 Dublin Boulevard, #205, Dublin, CA 94568, ( 415) 829-4600 . One copy will be provided to each bidder free of charge. It is the City' s intent to have a single bidder responsible for the provision of all services identified in the specifications. Although it is recognized that a successful bidder may utilize subcontractors for a portion of the work, they shall be clearly identified on the "Bidders Listing of Subcontractors Form. " The bidder is specifically advised that any person, firm, or other party to whom it is proposed by the successful bidder to award a subcontract must be acceptable to the City and shall be bound by all terms and conditions of the bid. The total cost of the bid shall include taxes, shipping costs, fuel costs and any other charges. Delivery and installation shall be considered complete, only after the furniture has been placed/installed in the rooms as shown in the contract documents, or as directed by City personnel at the time of the move. City shall have personnel on site to direct placement on the day of the move. Bidder shall also provide a system for marking furniture delivery locations. Successful bidder shall also supply tagging instructions and associated supplies. Buildings Involved Contents from the following locations shall be moved to the City' s new Civic Center Complex. The building is located at the corner of Dublin Boulevard and Sierra Court. 6500 Dublin Boulevard (specific offices within the "Dublin Station" Commercial/Retail Center) Schematic Floor Plans of this Building are Provided. 1st Floor: Suites 100, 101 , and Space D (Approximately 5, 250 square feet) 2nd Floor: Suites 217, 218, 204 and 205 (Approximately 2, 635 square feet) 11600 Shannon Avenue - Shannon Community Center Only a limited amount of office furniture will be relocated from this office to the Civic Center. Please see the section identifying the items to be moved. Acoustical Office Partitions The City has non-electric acoustical partitions in several locations which are 78" high. The successful bidder shall be responsible for dismantling these systems. This shall include the removal of all wall anchors. Moving Contractor shall deliver GENERAL CONDITIONS Page 1 of 5 all loose bolts, o. , in a single box. The rtitions shall be delivered to the Civic Center, however, they will not be installed at the new location. Items Included In Move The purpose of this section is to highlight those items to be moved. It is not intended to be a detailed listing of each item. Each bidder shall participate in a physical walk through of the buildings to identify the actual inventory. All boxes, dollies, or other special equipment to complete the move shall be included in the proposer' s bid. The contents of all shelves, desks, files, etc. , will be included in the move. 6500 Dublin Boulevard - 1st Floor Suite 100 - Police Services (approximately 1 , 475 sq ft) This office includes typical office furnishings, including desks, typewriters, chairs, etc. In addition, there is one word processing unit consisting of a monitor, a typewriter, and dual disk drives. Also, a personal computer and printer and a terminal operated via a modem. This area includes a small number of non-electric acoustical wall partitions. All of the contents of this area shall be moved. Suite 101 - Lunch Room/Conference Room/Files-Mail (Approximately 920 sq ft) All of the contents of this area shall be moved. This includes a photocopier, postage machine, microfiche reader, plan files, file cabinets, desks, tables, large conference room table and chairs, marker board, and a small number of acoustical partitions. Space D - Development Services (Approximately 2,855 sq ft) This is a large space which has been divided with partitions. All of the contents will be moved. This includes a micro computer with modem and a printer. Four complete stand alone word processing systems plus a large hard disk system and a laser printer and one cash register. The overall furnishings are typical office items including desks, bookcases, chairs, files, tables . The move will also include four full size drafting tables, and two large plywood plan holders. Special boxes may be required for the contents of the plan holders. This area also includes six metal lateral files which are approximately 20" deep, 6' long and 6' high. All of the contents will be boxed by the City. 6500 Dublin Boulevard - 2nd Floor Suite 217 - Special Investigations (Approximately 315 sq ft) The entire contents of this office will be moved. This includes a file cabinet, 3 tables ( 1 of which is a folding table) , 2 desks, chairs, and a computer system with a workstand. This computer work station consists of a monitor, keyboard and a stand alone hard disk. GENERAL CONDITIONS Page 2 of 5 Suite 218 - Chan9la'n g Room - Front Half (A pprf o ximately 235 sq ft) All of the contents of this room will be moved. This includes approximately 6 dual metal lockers, 3 single lockers, table, file cabinet. Suite 204 - Finance/Data Processing (Approximately 660 sq ft) All of the contents of this office will be moved. Included is typical office equipment such as desks, chairs, files, etc. In addition, there are boxed records which will be included. This office includes the primary data processing units. An IBM System 36 mini-computer, 2 PC systems and 1 controller (monitor/ keyboard) , and a high speed printer. Suite 205 - City Manager' s Office (Approximately 1 , 195 sq ft) All of the contents of this office will be moved. This includes two complete word processing systems plus a laser printer, one facsimile machine, one photo copier, and two PC systems. All of the typical office furnishings, desks, chairs, table, credenzas, bookshelves, two direproof file cabinets, and several standard file cabinets. 11600 Shannon Avenue Basically, two work stations are being relocated from this office to the new Civic Center. The items include one 36" x 72" wood desk, one wood secretarial desk with a right return, chairs, contents of one file cabinet, one IBM PC with Quietwriter Printer, one computer work station, one 48" bookshelf and an estimated 10-15 boxes of files, books, etc. Special Handling - Secure Area - 6500 Dublin Boulevard The City also has approximately 200 square feet of secure area. Three file cabinets will need to be removed from this area. In addition, several shelving units 36" wide, 12" deep and 6' tall. The shelving units may be moved with the other furnishings. Successful bidder shall provide all boxes required. City will have all contents from shelves in boxes. A separate movement will need to be made. The bidders shall quote these services on a time and materials basis . The work will need to be supervised by Police Personnel and they will need to accompany the vehicle to the new location. Bidders should provide the hourly cost for a two man crew and a separate vehicle. This space would not require a full sized moving truck; however, the cargo area shall be completely enclosed. City will inform mover of volume to be moved, 7 days prior to actual move. If appropriate, bidder may wish to provide rates for different sized trucks. SPECIAL CONDITIONS This project involves the moving of electronic items including photocopiers, cash register, and computers, as noted above. GENERAL CONDITIONS Page 3 of 5 The successful b er shall demonstrate that iey have experience moving mainframe computers . Two recent references shall be provided on the bid proposal form including the name and phone number of the primary contact person. The references should reflect a project of similar scope and the mover shall be the same division as is being proposed with the current bid. Proposer may attach additional information. CONTRACTOR/MOVER RESPONSIBILITY The successful bidder shall be responsible for all property damage as a result of their services. This includes, but is not limited to damage to: carpet, tile, floors, walls, doors, door jambs, and elevators. BOXES As part of the base bid, all movers shall include the. cost of all boxes required by the City. No additional cost shall be incurred for useable boxes returned within 30 days of the move. The cost of boxes retained 30 days after the move shall be billed at the rates shown on the bid proposal form. All boxes shall be delivered a minimum of 7 days prior to the scheduled move. SCHEDULE The City anticipates completing the move on a Saturday. Given that the date of occupancy has not been confirmed, bidders shall assume that it could occur on any of the following dates: Saturday, August 26, September 9, September 16, September 23, or September 30, 1989 . The City will keep the successful bidder informed of the schedule. In any case, no less than 7 days notice will be provided. The City reserves the right under mutual written agreement by the parties to modify the date of the move. It is anticipated that a recommendation on the award of the bid will be made at the City Council meeting on Monday, August 14, 1989 . Following the award of the bid, the successful bidder shall be prepared. to enter into an agreement based upon the terms and conditions of this proposal. PAYMENT For all furnishings/materials, City shall pay within 30 days of the date of service, provided that an invoice has been received. City reserves the right to withhold sums in the event that the damage occurs . MANDATORY WALK THROUGH - PRE BID CONFERENCE A representative of each firm presenting a proposal must attend a mandatory walk through of all premises involved with the move. GENERAL CONDITIONS Page 4 of 5 The walk through, are scheduled for: Tuesday, August 1 , 1989 at 2: 00 p.m. , or Wednesday, August 2, 1989 at 10 : 30 a.m. Please contact Paul Rankin, Assistant City Manager at 829-4600 to confirm the date you will be attending. Also, please provide the number who will be attending. All walk throughs will begin at Dublin City Offices, 6500 Dublin Boulevard, Suite 205, Dublin, CA 94568. GENERAL CONDITIONS Page 5 of 5 BID PROPOSAL SUMMARY FOZ CITY OF DUBLIN CIVIC CENTER FURNISHINGS/DATA PROCESSING EQUIPMENT MOVING SERVICES I have received the documents titled City of Dublin Bid Specif- ication - Civic Center Furnishings/Data Processing Equipment Moving Services Instructions to Bidders and General Conditions and have satisfied myself as to the scope of the work and the conditions required. In submitting this proposal, I agree: 1 . To hold my bid open for 60 calendar days from the date of this proposal. 2 . To comply with the provisions of the Notice Inviting Bids, General Conditions, Instructions to Bidders, and Bid Specifications . 3 . To proceed upon notification with the project in a timely fashion in order to meet the estimated schedule. 4 . To provide with my bid, references which will include their names, addresses and phone numbers. 5 . To allow the City to select the date of the move based upon the cost proposal attached hereto. Provided that in no case shall City provide less than 7 days notice of its intended move date. a. Total Cost Proposal of Items Described in General Conditions: (Excluding Time & Material Work for Secure Area. ) The following costs relate to the total cost of as defined in the Specifications, General Conditions, and Instructions to Bidders; including all applicable charges, taxes and fees. $ TOTAL BID PROPOSAL $ b. Secure Area Services Hourly Rate Per Man Hourly Rate For Vehicle Size Rate PROPOSAL FORM Page 1 of 3 C. Insura. Please describe insurance coverage provided as part of the base bid. A minimum of 60 cents per pound. Also provide rates for any optional coverage which may be available. (Attachments are acceptable. ) d. Proposed Subcontractors: Please provide the name, address and phone numbers of any subcontractors. Also clearly identify the service each will provide. Please use the attached form. e., References Please list two references for which you have provided similar work. (Include contact name, agency or company and phone # . ) f. References - Data Processing (As noted in the Special Conditions Section, the successful bidder must have experience moving mainframe computer equipment. ) Please list two references for which your firm has moved computer equipment. Include a contact name, agency or company and phone # and also provide a brief description of the equipment moved. 1 . Describe Items: 2 . Describe Items: g. Addendums Included This proposal includes all modifications contained in the following addendums or clarifications: Addendum # Date Issued PROPOSAL FORM Page 2 of 3 h. Submitt by Name Firm Name Address Phone ( ) Signature Date PROPOSAL FORM Page 3 of 3 DUBLIN CIVIC CENTER FURNISHINGS/DATA PROCESSING EQUIPMENT MOVING SERVICES BIDDERS LISTING OF SUBCONTRACTORS Please provide the name, address, and telephone number of any subcontractor which will be used. Identify the service or product each will provide. Attach additional sheets as necessary. NAME PHONE # ADDRESS WORK TO BE PERFORMED NAME PHONE # ADDRESS WORK TO BE PERFORMED NAME PHONE # ADDRESS WORK TO BE PERFORMED NAME PHONE # ADDRESS WORK TO BE PERFORMED ATTACHMENT TO PROPOSAL FORM "Sub Contractor Listing"