For Relocating Company Head Quarters
Request for Proposal for Relocating Company Head Quarters
Objective of RFP – To establish a contract for relocation of company headquarter office premises from 537, Washington Boulevard, Jersey City, New Jersey to new premises located at 222, East 9th Street, Jersey City, New Jersey, with an office moving services.
John Baker & Sons Inc; a Private Insurance company located in New Jersey is requesting sealed proposals from contractors for the provision of Office relocating Services from the present site located at 537, Washington Boulevard, Jersey City, New Jersey to the new site at 222, East 9th Street, Jersey City, New Jersey, as described in the Statement Of Work for the procurement.
All information regarding the RFP is available at the Company Website, Https://www.johnbakers.com. Interested contractors are required to download the three certification forms and the conflict of interest disclosure form from the website and submit them after fully completing the forms with attestations within the specified time. By submitting a proposal the Contractor agrees to John Baker’s Independent Contractor terms and conditions which are available on the company website. All FAQs regarding the RFP have been addressed in the RFP page on the website and the contractors are requested to go through them before submitting the proposal. Any additional questions or doubts can be sent through email to , quoting the RFP Statement and publication date as reference. Please note that no questions will be entertained through verbal communication by telephone or otherwise. However, concerned authority may answer important questions during site visits. The queries and their responses from emails and site visits will be published on our web site February 10th 2016, for the benefit of all interested Contractors.
Proposal Solicitation, Acceptance and Compliance
After the stipulated due date for receipt of proposals, all proposals become the property of John Baker & Co. and will be available for inspection to any party on permission from the Company. No alterations or additions can be incorporated into a proposal after the last date of submission unless directed by the company to all contractors. John Baker Inc. reserves the sole and absolute right to ignore any minor technical oversight of any proposal submitted. John Baker Inc. holds the right to reject all proposals wholly or partially at its discretion by citing any reason what so ever and does not promise to grant any one or more supplier the contracts following this issue of request or to issue a new RFP if no contract is awarded under this order. The Company is not under any obligation to return proposals, undertakings or statements. All proposals will be treated as documents belonging to John Baker Inc. and will be open to public inspection subject to the provisions Section 165, WIA and of New Jersey Statutes pertaining to contracting or sub contracting. The Onus of making sure that all the required information and statements are in order and in the proper format of their proposal lies with the contractor. Proposals that do not contain the required information and Exhibit forms or are not in the proposed template may be rejected outright. John Baker Inc. prohibits its vendors, contractors and suppliers from discussing the contents of the proposal with the employees, board members, evaluators or other concerned authorities of John Baker Inc. verbally or through written communication; failure to comply with the provision may result in disqualification of the proposal.
Statement of Work
Purpose: This procurement proposal is to establish a contract between John Baker & Sons Inc. and a commercial Moving Services Company for relocating office and office equipment.
Scope of work
The said work consists of relocating the company head quarters presently situated at 537, Washington Boulevard, New Jersey, covering 1000 square meters of office space to 222 East 9th Street, New Jersey, covering an area of 1600 square meters, at a distance of approximately 4 km from the present headquarter address. The description of the items that are to be moved and installed in a predetermined set up is presented below
Furniture items - 15 desks with 15 chairs, 3 sofas, 10 armchairs and 3 coffee tables
Electronic Equipments- 15 computers with their monitors and keyboards, mouse and other accessories like cables etc.
Decorative Items – 34 picture frames that have to be packed before moving
Others – 120 -160 Cardboard boxes containing miscellaneous small items packed into the boxes.
The above items are to be arranged according to a plan designed after consultation between the finalized service provider and the project in charge. The furniture must be arranged in the positions, in fully assembled condition, specified in the plan. The picture frames must be placed at the respective positions marked beforehand. All equipments must be fitted in their respective positions complete with electrical connections fitted with the accessories, fully assembled with their components and parts. The relocated office will be handed over on the due date as per the plan specification with all the items in ready to use stage.
All packing material and other useless material will be disposed of by the contractor as per agreement on the disposal method arrived at after discussion with the project in charge and concerned authorities. Any item damaged or lost in transit or mishandling by the movement crew will be duly compensated by the contractor as per the terms and conditions agreed by both the parties, a written copy of the same will be attached with the cost estimate in the contract papers.
Proposals shall be submitted as follows: Proposals mailed through registered post only will be accepted as valid, proposals sent by email, fax or social media will not be entertained.
Contractors are instructed to send one original of the proposal marked “Original” and three hard copies of the proposal marked “Copy” accompanied with the attested forms downloaded from the website.
Revision of any part of this purchase or clarification of phrases will be done by an addendum, posted on the company website on the RFP page.
Contractor should declare his relationship if any with any employee of John Baker to avoid conflict of interest, failure to do so may subject the proposal for rejection.
Timeline of Procurement
The following dates have been finalized by John Baker Inc.
Site visit Dates – 8/2/16 @ 9:30 AM EST. 537, Washington Boulevard, tour starts, tour completion by 12:30 AM,
@ 2:30 PM EST, 222, 9th Street, Jersey City, tour starts from 537, Washington Boulevard
2/2/16 @ 4:00 PM EST, Deadline for contractors to submit queries in writing regarding the RFP
4/2/16- Response of queries posted on website
20/2/16- @5:00PM EST, Deadline for Proposal Submissions-All proposals must be submitted on or before 5:00 PM., EST at: 537, Washington Boulevard, NJ.
1/3/16 – Declaration of the selected proposal on the website after review @ 11:00AM
2/3/16 - Dispatch of award notification through postal services to the selected contractor
3/3/16 - 5/3/16 – Negotiations if any on the terms and conditions in the proposal and finalization of contract terms.
7/3/16 –Delivery of Purchase order
15/3/2016- Deadline for handing over of the completed project
It is the endeavor of John Baker Inc. to adhere to the schedule mentioned in the Timeline but if owing to unavoidable circumstances the Company may decide to extend the dates, then the change of schedule will be notified to the contractors through a notification posted on the website and by post.
Proposal form: Apart from the compulsory certifications specified in the procurement notification, the proposal must furnish the details of the following: a. Cost Estimate of the project, b. Billing scheme, c. A schedule of the movement of the items prescribed in the SOW giving tentative dates d. Estimate for duration (days/hours) e. Compensation terms for items damaged in transit due to negligence of the mover’s crew.
Proposal evaluation factors: The proposals will be evaluated based on cost of moving the items comprising of packing costs including packing material used, cost of dismantling furniture and electronic and electrical equipments, an estimation of labor costs and rent of vehicles used for moving the described items to the new location, supervision charges, unpacking and refitting of equipments (including electrical connections) and disposal of packing material. The other factors that will be considered for evaluation of the project include flexibility of scheduling factors and damage compensation process, an assessment of previous assignments of similar nature completed successfully and the goodwill of the contractor on basis of association with the company.
Estimation of Cost
A statement presenting the estimation of cost incurred under the given heads and in the following format is presented below to arrive at an approximate value of the project;
Cost of labor: This includes the labor charges incurred for
dismantling, carrying, loading and unloading of goods,
arranging, assembling the parts and placing the items in
positions prescribed in the plan at a per hour rate @ $650 for 4labors/day = $3250
Cost of rental of vehicles used for movement: @ $800 for 6 hour = $2400
Cost of Supervision: The company or proposer may
hire someone for supervision of the work, whose
charges will be included in the cost estimate @ $200 per day = $1000
Cost of engaging electricians for electrical fittings:
Installation of the computers and monitors may
require hiring Electricians the cost of whom will be
taken into consideration for estimation. @ $ 200 per day = $400
Material cost (cost of cardboard boxes, binding tapes, labels etc.) = $500
Rent of loading and fixing equipments like ladder, jacks etc. @ $100 per day = $500
Cost of repair and maintenance of damage to
the premises during dismantling = $500
Total Cost $8550
Please note that for workers, labors, technicians and other personnel a day will be equivalent to 8 working hours.
A provision may be made for deducting an amount as compensation for loss, theft or damage subject to a maximum specified limit agreed upon by the procurer and the contractor.
Delay on the part of the contractor in completing the work on the stipulated date may be penalized on per day basis as agreed upon in the contract may be deducted from the amount payable to the contractor.
References
Ashe-Edmunds, Sam (2008) How to Calculate the Total Cost of Moving an Office Retrieved February 2016 from http://smallbusiness.chron.com/calculate-total-cost-moving-office-40054.html
Nicholas, J. M., & Steyn, H. (2008) Project management for business, engineering, and technology: Principles and practice. Elsevier
Morris Bruce (2012) How to Write a Request for Proposal for a Web Project, Retrieved on February 2016 from http://www.htmlgoodies.com/beyond/webmaster/projects/how-to-write-a-request-for-proposal-for-a-web-project.html
REGk, N. I. P. (2000). SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. RS-ADM-00-010 LABOR AND EQUIPMENT SUPPORT SERVICES.
