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Home My WebLink About4.07 Civic Center Moving Services Agreement CITY OF DUBLIN ail 6 V-✓V AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 28, 1989 SUBJECT n ^: Award of Civic Center Moving Services Bid Report Prepared by Paul S. Rankin, Assistant City Manager) EXHIBITS ATTACHED Exhibit A - Bid Package provided to Bidders Exhibit B - Proposal submitted by Admiral Moving System Exhibit C - Proposal submitted by Cor-O-Van RECOMMENDATION 1'J Award bid to Cor-O-Van, Agent for North American Van Lines FINANCIAL STATEMENT: Sufficient funds are available in the Building Management Account. DESCRIPTION At the City Council meeting of July 24, 1989, the Council authorized Staff to obtain bids for the moving of City furnishings and data processing equipment. The City's Purchasing Ordinance requires sealed bids on all services over $5, 000 . Staff was uncertain as to the cost, and therefore, pursued the formal bid process . Bids Received On August 8, 1989, the City received bids from 7 firms. The costs ranged from $3, 516 . 60 to $10, 881 . 00 . Following is a summary of the bids received: Company Total Bid Admiral - United $ 3, 516.60 Cor-O-Van - North American 3,995 .00 Barry Transfer & Storage 4, 953.60 Amador Worldwide - Global 5, 003 .80 Valley - North American 7, 052 .33 Waters Moving & Storage 7, 100 .00 Peeters - Mayflower 10,881 .00 This represents the proposal to move the majority of the City' s furnishings and equipment to the new Civic Center. In addition, the movers will relocate two work stations from the Shannon Center Recreation Office. The bidders have provided an hourly rate for the moving of Police Services secure items . In addition, Staff will evaluate the most cost effective method of insuring the possessions during the move. Staff has checked with the City' s current insurance company and coverage can be obtained for $400 . This covers our current contents with a $1 , 000 deductible. Reference Requirements The Instructions to Bidders clearly informed the bidders that: "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. " Knowing that the moving of data processing equipment was critical, Staff felt the City must be assured of the bidder' s experience completing work which is similar in nature. As noted in the "General Conditions" (top of Page 4) , each bidder was required to submit references which demonstrate experience with mainframe computers. The requirement also states: "The references shall reflect a project of similar scope . . . Staff reviewed the references of the two lowest bidders. -------------------------------------------------------------------------- ITEM NO. 'I COPIES TO: All Bidders � '� � AGENDA STATEMENT: Award of Civic Center Moving Services Bid Page 2 Admiral Moving Systems The City Finance/Administrative Services Director contacted the data processing references on the bid form presented by Admiral Moving Systems. Based on this review, Staff believes that Admiral Moving Systems has not met the requirements of the Bid Package. One of the references is a computer equipment salvage firm. They have hired Admiral to move equipment from various locations to a warehouse. However, the firm has never used this company to move operating equipment from one location to another location where the equipment is operated again. The second reference indicated was located in Massachusetts and indicated that this was one of three moving firms they utilize. They indicated this firm has never presented any problems . Admiral also did not respond to Section a of the bid form, requesting two references for similar work. The firm did provide a separate list with 14 references; however, it is not clear whether these involve similar scopes of work. Admiral Moving Systems did not respond as requested by the specifications. Staff is recommending that the City Council reject the proposal by Admiral Moving Systems as being unresponsive to the bid. Cor-O-Van Staff also reviewed the data processing references of the second lowest bidder. Both references involved movement of IBM equipment. Both references provided good feedback on the completion of work. In one case, they indicated that equipment valued at $500 million has been moved without damage. This has included movement of an IBM System 36 with supporting terminals . This configuration is similar to the City' s operation. Staff also checked with the general reference which was a public agency. Again, they provided a satisfactory recommendation. The references indicated that Cor-O-Van did a good job of coordinating and supervising the services provided. All of the bidders were allowed to submit a supplement explaining the labeling system used by their firm and any special features of the proposal . Although this was not a mandatory requirement, Cor-O-Van did provide supplemental information. The information explains methods used to protect the City' s property and also discusses the Management Services to be provided. In addition, sample office moving instructions are provided. Overall, the references and information presented identify that Cor-O-Van has met the requirements of the bid specifications and can perform the services requested. Staff recommends that the City Council award the bid to Cor-O-Van. 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 lowestresponsible 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 . I ---, /cAe X;-O' RicYard C. Ambrose, City C e r k i f 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 t 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, t . , in a single box. The titions shall be delivered to the C-✓ic Center, however, they 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 - Chang Room - Front Half (Apprc lately 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 k 3er shall demonstrate tha hey 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, 198.9 . 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 re 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 FOR1 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. Insurar. 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. Submittk 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" D(�IT Li PCZoP050.1 Sub Mi[L'ed �� I�a� mi �o..� moving. S �s'rernS BID PROPOSAL SUMMARY FOR_ 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 $__ 15?Fi-50 b. Secure Area Services Hourly Rate Per Man $25 . 0n nPr man hr Hourly Rate For Vehicle Size $20 . 00 per van hoer Rate @ 70. 00 per hr . straight truck, 28 ' • (2) men (1) van or 45 ' vans 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. ) Admiral has protection of . 60� per lb . base P . U. 0 liability Additional full protection is $5 ..50 per $1000 .o'f coverage d. Proposed Subcontractors: Please provide the name, address and phone numbers of any subcontractors . Also clearly identify the service each will provide. Please use the attached form. e. References Please list two references for which you have provided similar work. (Include. contact name, agency or company and phone # . ) N/A we elect not to subcontract f. References - Data Processing (As noted in the Special Conditions Section, the successful bidder must have experience moving mainframe computer equipment. ) Please list two references for which your firm has moved computer equipment.. Include a contact name, agency or company and phone # and also rovide a brief description of the equipment moved. so$� 1 , Digital Equipment Corporation- Mr . Jim Salvi 617 / 5'17-37 ] q Describe Items: mainframe , mini frame and full bay CPU equipment 2 . Steiberg / Silverman Partnership - Mr . Jim Perlin 415/349-2311 Describe Items : digital switching bays , mainframe cpu ' s , computers g. Addendums Included This proposal includes all modifications contained in the following addendums or clarifications: Addendum # Date Issued X61 not indicated PROPOSAL FORM Page 2 of 3 h. Submitted by Name Jeffrey Koob / Office and Industrial Mgr . Firm Name Admiral Moving Systems Address 986 S . Milpitas Blvd . - Milpitas CA. Corporate HQ 6270 Houston Piace' - Dublin CA Phone ( 408 946-1234 ignature Date ** PRIDE IN SERVICE ADMIRAL OFFICE MOVING SERVICES 986 S. Milpitas Blvd. Milpitas, California 95035 408-946-1234 ADMIRAL/UNITED REFERENCES 800-752-7575 CREATIVE CAPITAL CORPORATION ULTRA VIOLET PRODUCTS 101 Metro Drive 3105 Molinero Street San Jose, Ca Santa Clara, Ca Ms. Marian L. Stahl (408 )496-1890 ( 4 0 8 )tVO-6 5-4.4, CARRIGE HOUSE FOODS PASQUINELLI & 1901 Las Plumas St. PASQUINELL ATTORNEY San Jose, Ca 375 W. Santa Clara Ms . Ann Wallace San Jose, Ca (408 )259-4800 Ms. Sharon Cearing (408 )292-3814 FORD MOTOR COMPANY ROD L ELECTRONICS 2500 Maple Road 923 Hamilton Ct. Troy, Michigan Menlo Park, Ca. Mr. Doug Coates Mr. Abe Exmundo (313 )637-7883 (415)322-0711 GROUP III ELECTRONICS SKJERVEN & MORIILL 1961 Concourse Dr . #k4 ATTORNEYS San Jose, Ca 25 Metro Drive Mr. Mark Palacz San Jose, Ca ( 408 ) 434-6916 Ms. Yolanda Walker (408 )283-1222 HERAEUS ELECTRONICS NEW YORK LIFE INS. 3420 Central Expwy _ 25 Metro Drive Santa Clara, Ca 95051 San Jose, Ca Mr . Barry Buchmiller Ms. Nancy Such ( 408 ) 720-1100 (408 )452-6000 LIFEGUARD HMO SAMSUNG SEMICONDUCTOR 1851 McCarthy Blvd. 3725 N. First Street Milpitas, Ca 95035 San Jose, Ca Mr. Terry Leuthauser Mr. Roger Gulmon (408 )943-9400 (408 )434-5470 SYSTEM INDUSTRIES ZYCAD CORPORATION 1855 Barber Lane 1380 Willow Road Milpitas, Ca 95035 Menlo Park, Ca Ms . Doris Woods Mr. Scott Gier ( 408 )432-1212 (415 )688-7400 jb/JEFF1 _ is. -`{�•`1^Y I i '' Etta ;; ,� .:..... d DMIRAI • • we OFFICE MOVING ** PRIDE IN SERVICE ADMIRAL OFFICE MOVING SERVICES 986 S. Milpitas Blvd. Milpitas, California 95035 408-946-1234 800-752-7575 BIJILDING-AND-EEQEEEIY_MANAGEMENI REFERENCES Metro Plaza O 'Donell Hopkins & Partners 101 Metro Drive, Suite 250, San Jose ( 408 ) 292-3434 Ms. Sue Ellen Gieger - Building Manager Pacific Western Building Macanan Marketing 333 W. Santa Clara Street ( 408 ) 280-6300 Ms . Sue Cam MacMillan, Moore & Buchanan, Inc. 95 So. Market Street, Suite #k200, San Jose ( 408 ) 288-9911 Ms. Laureen Boulden �.. ..,.... ._ A DMIRAI • OFFICE MOVING, , EXIIIBR C T)ROPoSa1 S„� �;.�4ed g � COR. 0 -va., BID PROPOSAL SUMMARY FORM 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 $ 31 9 7 .00 b. Secure Area Services Hourly Rate Per Man $24.10 Hourly Rate For Vehicle Size :- ANY SIZE Rate $49.55 per hour One (1) van One (1) driver PROPOSAL FORM Page 1 of 3 C. Insuran. 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. ) SEE APPENDIX I 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 # . ) ALAMEDA COUNTY (415) 530-9660 -- Mr. Les Littman ASSOCIATED PRECESS CONTROL (415) 846-9000 - Mr. Dave Corr 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 . Associated Process Control (415) 846-9000 Mr. Dave Corr . Mainframe computers ( IBM) Describe Items : 2 . OKI Semiconductor (408) 720-1900 IBM Main Frame Computer s. 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. Submitte ' y Name TONY RUGGERI Firm Name COR-0 VAN MOVING AND STORAGE Address 6780 Sierra Court - Suite M Dublin, California 94568 Phone ( 415 ) 831-0650 S ' nature 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 —ILJ O nl - 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" t:0Rw0wVAA1* APPENDIX I TRANSIT LIABILITY OPTION I Carrier liability is limited to . 60 cents per pound per article . OPTION II The above coverage may not be adequate for your valuable items . Therefore , it is advisable to check your company coverage to see that you are properly insured for the move. OPTION III Declared value at . 50 cents per $100. 00 of valuation. Minimum value of $5 , 000 . 00 . This coverage is "actual cash -value ' on a depreciated schedule basis . Maximum coverage is $100 , 000 . 00. OPTION IV Declared value at . 85 cents per $100 . 00 of valuation. Minimum value of $10,000. 00 . This coverage is "replacement cost protection" on full replacement cost basis . Maximum coverage $100 , 000 . 00 ® MOVING AND STORAGE PROPOSAL TO: CITY OF DUBLIN 6500 Dublin Boulevard - #205 Dublin, California 94568 RE: QUOTE FOR CIVIC CENTER FURNISHINGS & DATA PROCESSING EQUIPMENT. MOVING SERVICE BID ENCLOSED. PRESENTED BY: COR-O-VAN MOVING & STORAGE 6780 Sierra Court - Suite M Dublin, California 94568 TONY RUGGERI AGENT FOR C Nn KW 10A)I.' DUBLIN•6780 SIERRA CI SUI fE 61 1)L18EIN.CA 94568.1.1151329 8220 Cal PUC 1330x9 SAN DIEGO ORANGE COUNTY SAN FRANCISCO DUBLIN 12375 KERRAN SI..P.O. BOX 2700119 3175 AIMAY AVE. 1916 INNES AVE. 6780 SIERIIA Cl.,SUITE At SAN 1)11'(',0,CA 92128.0977 COS[A WSA,CA 926'26 SAN FRANCISCO,CA 9112.1 OLIBLIN,CA 91%8 C0Rjw0= VAK FACILITY, FURNITURE AND EQUIPMENT PROTECTION' FACILITY Specially prepared protective material will be supplied and used to safeguard your current and new facilities . * Masonite will be placed on hallway and lobby floors to protect your carpeting, and tiles . * Corner protectors and corrugated cardboard will be used on all vulnerable areas along the route to be followed for the move. * Cloth bumper pads will be fastened to the door jambs to protect your furniture and doorways . * Heavy cloth pads will be placed in the elevator cab for protection against scratches , bumps or damages . FURNITURE * Prior to transit , artwork, conference tables , writing boards and executive desks will be individually wrapped with heavy cloth pads to insure a safe transport. * During transit , artwork and writing boards will be placed in specially designed carts to minimize handling . EQUIPMENT * Prior to transit , COR-O-VAN recommends that all desk and table computers be bubble-wrapped to insure a safe transport . * Main frame computers and other large high value products will be prepared for transport utilizing bubble wrap and corner protectors . * All desk and table top equipment will be placed in specially designed machine carts to minimize handling . i Y u�+G'+gr• ..Ira. • p:' w. w= �1 t r 4rl y I, ;�. a'�''R i t t � t� 1•. 1 t ,'•tS `. air yrru��t1 T �, t _J�.{s,s 3 1 t. �iICM t4�n> t{. ��,"la.�l/ty 'Y. � � ♦t ••�l 1 t \i �r `t �i;��'t'tcttj`'h-�T"+ �x arx� � .j. h 'y.•t, � +ter �°µ ;� � iv-r+ PENN Yj�'•!��Jy�s��`+,y�+r .�iaMtc Cw�ilCtaijsS�Wi""n"''• a..cr.. t��'+ aw �SL�a`�vS} ..r^ .s .. y} ce '� 0"l'9.i�,�4 �4 1. �Rj t2 f, Y`IJ t I+id.1 t 1 .r •4 ��• .p iY'� '�1 y?y�q.;F z�♦ T,rr s u 1 � -1t J'e� rr� # "i,. � �rti .,%S, 2:�w•f� 7t;.4� a�i�.r�M`S K {i•.. a. t3.t T r C� f.� •,r�.., ,� -1 .•i.: �^,�.)w� t�'.��i.t a v--.. 4C®R - ®_ VAAP MOVE MANAGEMENT SERVICES Proper move coordination begins before move day. That is why COR-O-VAN and Tony Ruggeri will provide the following consulting and move management services for your move. PLANNING * Develope a move plan and schedule in compliance with your specifications . * Review floor plans to determine the proper route to be followed during the move at your current and new location. MARKING SYSTEM * COR-O-VAN will provide your employees with pressure sensitive labels for marking of all items to be moved. We will select several distinct colors that will separate areas so as to assure a minimum amount of handling of your items . * At your new location, we will supply your employees with pressure sensitive arrows to assure the shortest route from the unloading areas to the proper location for each item. FLOOR PLAN * COR-O-VAN will assist in coloring and numerically coding your blueprint to assure a smooth relocation. Several copies of your floor plan should be available at the new location in order for our crews to place items in the properly marked areas . * COR-O-VAN will supply blank layout forms for individual offices and work areas. Your employees will pre-mark and place the layouts at the destination for item location. This enables our crew to know immediately the final location of each piece of furniture or equipment. V0RAw0 = VAh* MEETINGS * Pre-move meetings will be. held with Tony Ruggeri and your move coordinator to determine your, needs , answer any questions and review the following relocation fact sheets : " Suggested checklist to prepare for facility move " Packing instructions " Agenda summary for pre-move meetings " Move coordinator instructions " Moving guide " How to mark items when transporting libraries , file systems and stockrooms . " Very important move instructions. SUPERVISION COROVAN will assign trained supervisors to your move and prior to their relocation, they will physically survey your current and new facilities . Such pre-move activities will prevent problems on move_ day and are dealt with before your scheduled move date . The supervisors will direct the efforts of our crew and facilitate a smooth interaction with your move coordinators . In consultation with Tony Rug eri , the supervisors will execute every phase of the move plan on time and within budget . #C0R = 0AwVAJP GENERAL SPECIFICATIONS TELEPHONES With all the decisions and activities that occur during the move , we spggest working telephones be provided at the current and new locations . When communication is difficult , it can often lead to both financial and scheduling nightmares . As an option, COR-O-VAN can place two-way radios at a nominal cost so that operating capabilities of the move are not jeopardized. MOVE COORDINATOR Your company should assign a respresentative on moving day who can make on-the-spot decisions and has authority to approve modifications to the move plan. SECURITY COR-O-VAN shall work within the security procedures and guidelines set by your company. All crew members of Cor-O-Van will be attired in the same type and color shirts , plainly marked with COR-O-VAN ' s name . EQUIPMENT PREPARATION Your computer vendor should prepare your computers and sensitive test equipment prior to the move . Furthermore , liquids and fluids should be drained from all equipment to assure a safe transport. COR- O-VAN Office Moving Instructions YOUR MOVE WILL BE HANDLED EFFICIENTLY IF YOU CAREFULLY FOLLOW THESE INSTRUCTIONS Employee Name ` Label Color_ 1&4-A Number 2 MARKING—Label each item. If an item must be dismantled to be moved, be sure to tag all parts. Example: secretary desk with return. DESKS—Label the desk on the top surface. 1. Your desk will probably be turned on end—pack accordingly. 2. Place small items such as pens, clips, rubber-bands, etc. in an envelope in center drawer, or place in container. 3. Breakable items and liquids such as ink, glue, etc. should be removed and packed in container provided for this purpose. 4. All articles from the surface of the desk should be placed in the container, as should contents of desks not to be moved. 5. If desk is to be carried up or down stairs, empty it completely. GLASS TOPS ON DESKS—Place label on lower right-hand corner and remove all papers . from under the glass. FILING CABINETS—Place label on top drawer. Be sure all pressure plates are moved forward so contents will be secured. It's not necessary to lock the drawers. BOOKCASES—Place label on either side or on top. Contents should be removed and packed in containers. LARGE METAL SUPPLY CABINETS—Place iabel on front near upper right-hand corner. Remove contents and pack in containers. Tag contents same as cabinet. TYPEWRITER and OTHER MACHINES—A special rack is used to move office machines. 1. Secure typewriter carriage by placing both marginal stops in the center—place numbered label on the rubber roller. Place typewriter cover in container. 2. For all other machines, place a label on the top or in the front. 3. Unplug all cords—pack if removeable—if not wrap around machine (or lamp). PACKING CONTAINERS—Place label on EITHER END, NOT ON TOP. Containers are stacked when moved, therefore please DO NOT over-pack. Flat tops on cartons speed the move. MISCELLANEOUS 1. Don't forget to tag chair seat and pad, carpet protector,waste-baskets, etc. 2. Labels are easily removed when move is completed; because of this they will not adhere to some surfaces—if necessary place piece of scotch-tape over label. 3. We are not allowed to remove items attached to walls:detach and label if going. 4. If you have any questions contact your supervisor. Thank you— 'IABELYOUR OFFICE FURNITURE HERE V DESK PADS HERE \ Q/ BOXES HERE HERE CALCULATORS HERE ® HERE HERE HAT RACKS CHAIRS IN-OUT FILES WASTEBASKETS HERE HERE HERE 1 � � DESKS BOOK CASES FILE CABINETS HERE der r HERE ® ' TYPEWRITERS HERE n CCV 1 A Ant' COR-O-VAN FURNITURE LAYOUT Paul Jones Steve Smith NAME: NAME: 1 COLOR: Blue COLOR: Green NUMBER: 2 NUMBER: 9 2-1 2-8