For Relocating Company Head Quarters
REQUEST FOR PROPOSAL
FOR
RELOCATION OF COMPANY HEAD QUARTERS
Solicited by
John Bakers & Sons Inc.
537, Washington Boulevard, Jersey City
New Jersey
LIST OF CONTENTS
Section No. Title Page No
Administrative Overview 4
Authority 5
Timeline of the proposed Work 5
Disqualification of Proposal 6
Terms and Conditions 7
Contract Award 8
2. Statement of Work 8
2.1 Eligibility Criteria 8
2.2 Scope of work 8
2.3 Description of items 8
2.4 Work Site Location and Conditions 9
2.5 Duration of work 9
2.6 Disposal of Waste 9
2.7 Installation 9
2.8 Supervision 9
2.9 Worksite and Transit Damage 10
3. Proposal Requirements 10
4. Evaluation Criteria 10
Request for Proposal for Relocating Company Head Quarters
This is a Request for Proposal (RFP) issued by John Baker & Sons Inc; a Public Insurance company located in New Jersey (hereinafter referred to as “John Baker” or “Company”) seeking sealed proposals from experienced and registered moving and packing services (hereinafter referred to as “Contractor”) to furnish relocating services for the company 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.
The RFP is arranged into four sections given below
Section 1: Administrative Overview - Provides Contractors with general information on the purpose of this RFP, procurement timeline and procurement overview.
Section 2: Statement of Work - Provides Contractors with a general description of the work, the tasks to be performed, states Contractor’s responsibilities and specifies deliverables.
Section 3: Proposal Requirements-Prescribes the required format and content for the Contractor's proposal.
Section 4: Evaluation Criteria – States the criteria based on which proposals will be evaluated.
SECTION 1- ADMINISTRATIVE OVERVIEW
John Bakers Inc. solicits through this RFP sealed proposal from Moving and Packing service agencies in Jersey City for provision of relocation services for their HQ from its existing location to a new location in Jersey city, New Jersey. 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.
1.1 Authority
John Bakers have authorized Mr. Alan Smith, Head of the Contracts and Procurement Department to take all decisions pertaining to the RFP regarding its submission, evaluation, allotment and cancellation.
1.2 Submission of Questions
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.
1.3 Timeline of the Proposed Work
The following dates have been finalized by John Baker Inc.
1/2/16 -Date of Notification
8/2/16- Site visit Dates @ 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.
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, the change of schedule will be notified to the contractors through a notification posted on the website and by post.
1.4 Submission of Proposal
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 in an envelope marked with Contractor address and RFP reference number RF# 215JB
Proposals must be received by the Company no later than 5:00 pm on February 20, 2016 at
John Baker & Sons Inc.
537, Washington Boulevard, Jersey City, New Jersey
1.5 Disqualification of Proposals
John Baker Inc. reserves 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. A Contractor shall be disqualified and the proposal automatically rejected for any one or more of the following reasons:
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.
The Contractor is debarred or suspended.
1.6 Terms and Conditions
After the stipulated due date for receipt of proposals, all proposals become the property of John Baker & Co. and will be available for public 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 after negotiations are complete. John Baker Inc. reserves the sole and absolute right to ignore any minor technical oversight of any proposal submitted. Information marked as “confidential” in any proposal shall be honored as such, to the extent allowable under the Freedom of Information Act under the New Jersey Statuettes.
All proposals submitted under this RFP shall remain in effect for a period of ninety (90) days following award of the contract. The terms and conditions should be scrutinized carefully to ensure full compliance.
1.7 Contract Award
The Company may take either accept a proposal as submitted by issuing a written “Notice of Award” to the selected contractor which refers to this RFP or enter into negotiations with one or more respondents with the intention of reaching a mutually satisfactory agreement concerning the RFP.
SECTION 2: STATEMENT OF WORK
The RFP is issued with the intention of contracting the services of an Office Moving Agency, for provision of relocating services for Company Headquarters 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.
2.1 Eligibility Criteria
All companies, agencies and contractors engaged in providing moving and packing services and are registered under New Jersey Laws of registration and licensing are eligible to submit a proposal to this RFP in the specified format.
2.2 Scope of Work
The contracted work will comprise of dismantling, packing, moving, assembling, fitting and installing in a predetermined set up, the furniture described below from the Company Head
Quarters from its present premises to the new site at its given address
2.3 Description of Furniture Items
1. Furniture items - 15 desks with 15 chairs, 3 sofas, 10 armchairs and 3 coffee tables
2. Electronic Equipments- 15 computers with their monitors and keyboards, mouse and other accessories like cables etc.
3. Decorative Items – 34 picture frames that have to be packed before moving
4. Others – 120 -160 Cardboard boxes containing miscellaneous small items packed into
the boxes.
2.4 Worksite Location and conditions
The Items described above will be transported from the present location 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.
2.5 Duration of work
The execution of work can be started from 5/3/2016, after the finalization of terms and conditions and should be fully completed by 14/3/2016. It should be handed over to the Company authorities in ready to use state on 15/3/2016
2.6 Disposal of Waste
All packing material, surplus and other useless material will be disposed off by the contractor as per agreement on the disposal method arrived at after discussion with the project in charge and concerned authorities.
2.7 Installation
It is the responsibility of the contractor to assemble, position and reinstall all items including electrical and electronic items complete with electrical connections and accessories in the new location.
2.8 Supervision
The Contractor shall provide at least one full time fully competent supervisor to oversee daily activities at both locations. The supervisor shall be available and accountable during all working hours to oversee, inspect and maintain records of all activities in the job sites to ascertain that all personnel are performing in accordance with the specifications of the contract. The working supervisor shall also certify in writing that each area is cleaned and maintained in accordance with the provisions of this contract.
2.9 Worksite and Transit Damage
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
SECTION 3: PROPOSAL RQUIREMENTS
The format of the proposal form can be downloaded from the website www. johnbaker.com
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.
SECTION 4: EVALUATION CRITERIA
The proposals will be evaluated based on
The cost estimate provided by the contractor which is all inclusive and clearly stated
Timely execution of previous contracts
References and previous performance record
Goodwill of the contractor on basis of association with the company
Adjustments in RFP for conversion into invitation for bids (IFB)
An RFP or a Request for Proposal has the provision for negotiations for change of terms and conditions before a final agreement is made. In case of an IFB or Invitation for Bid the contractor or the procurer does not have the liberty to change the terms of the bid once it is submitted.
In order to convert a RFP into an IFB, changes have to be made in the
Notification - Instead of sealed proposals the organization soliciting it should invite sealed bids for providing packing and moving services for relocating furniture and other equipments to the new Headquarters.
In the entire Solicitation Notice, the word ‘RFP’ should be replaced with the word ‘IFB’ and ‘contractor’ with ‘bidder’.
Intent to bid letter must be sent to the buyer, a receipt of which will be acknowledged
Bid Packet- The bidder is given a bid packet which has in addition to the forms downloaded from the website as in an RFP, a bidder information sheet, summary sheet, Purchase Agreement, Acknowledgment of Receipt of Addenda/Amendments, Instructions, Terms and Conditions for Bidders, Special Requirements (Offer Period; Insurance and Bonding; References) Technical Specifications and a Bid Form including Delivery and Pricing which must be completed or the bid will be rejected.
Description of Items - A detailed description of the deliverables has to be clearly stated as there is no scope for negotiations later. It will be expected that the bid is an all inclusive bid covering costs for all deliverables
Timeline – There will be no schedule provided in the Invitation for Bid like a RFP between the submission date and the date of final delivery of contract. If necessary a pre bid conference may be held for all potential bidders. The selected bidder must complete the order within the specified duration.
The bid must be submitted in 2 packets, one original and one copy on or before 20th February 2016. The entire completed Bid Packet must be submitted or the Bid may be rejected. Do not make any entries except where required. Do not insert any other documents into the Bid Packet
Bid Opening - All Bid openings are public and take place at 8:30 a.m. Thursday, the day after Bids are due. The Bid openings are held in the Conference hall, 537, Washington, Boulevard, Jersey city, New Jersey.
Award of Contract – The contract will be awarded the Bidder that Company determines is the lowest Bidder meeting specifications. A tabulation of Bids received will be made available on the Company website generally within 7 working days after the Bid Opening Date. After a contract award is recommended to the Management, a copy of the Bid summary will be available in the contract and Procurement Department. Bid results are not provided in response to telephone or email inquiries.
