SAN JACINTO COLLEGE DISTRICT PURCHASING by suchenfz

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									                SAN JACINTO COLLEGE DISTRICT PURCHASING
                    REQUEST FOR PROPOSAL # 04-10-962

                 OFFICE RELOCATION AND MOVING SERVICES
                GENERAL TERMS AND CONDITIONS FOR BIDDING

        PLEASE READ CAREFULLY, SIGN AND RETURN WITH YOUR RFP


San Jacinto College is accepting sealed RFPs until 11:00 a.m., on November 17, 2003
for OFFICE RELOCATION AND MOVING SERVICES in the office of Paula Wohnoutka,
San Jacinto College District Purchasing, @ 4620 Fairmont Parkway, Suite 211,
Pasadena, TX 77504-3328. The RFPs will be opened that same day at 11:00 a.m. at
4620 Fairmont Parkway Suite 201F for tabulation and presentation to the Board of
Regents at the next regular board meeting. All responses received after the 11:00 a.m.
deadline will be returned unopened. The following guidelines apply to all RFPs:

   1. RFPs should be sealed, labeled RFP "04-10-962 " and addressed to:

       San Jacinto College District:
       Attention: Ms. Paula Wohnoutka
       4620 Fairmont Parkway, Suite 211,
       Pasadena, TX 77504-3328.
       Phone: 281-998-6106

   2. All RFP quotations must conform to San Jacinto College specifications in
      relation to services, supplies, and delivery of any items. Vendor's terms
      are not applicable.

   3. Alternate items may be proposed only under the following conditions:
          a. The item/service is specifically approved in writing by San Jacinto
             College as an alternate RFP item;
          b. The items/services proposed as alternatives are of substantially equivalent
             or better quality in materials, construction, and workmanship as the
             specified RFP items;
          c. For all items proposed as alternatives, descriptive literature including
             manufacturer's identity, manufacturer's model nomenclature and
             specifications, and color photographs must be submitted by not later than
             five (5) working days prior to RFP deadline.

   4. In determining to whom to award a contract, the district may consider:
          a. The reputation of the vendor and of the vendor’s goods or services;
          b. The quality of the vendor’s goods or service;
          c. The extent to which the goods or services meet the district’s needs;
          d. The vendor’s past relationship with the district;
          e. The impact on the ability of the district to comply with laws and rules
              relating to historically under-utilized businesses;
          f. The total long-term cost to the district to acquire the vendor’s goods or
              services; and
           g. Any other relevant factor that a private business entity would consider in
              selecting a vendor. (Reference: Texas Education Code, SEC 44.031 (b).

   5. San Jacinto College reserves the right to reject any or all RFPs and waive any or
      all formalities.

   6. RFPs will be awarded upon approval of the San Jacinto College District Board of
      Regents.

   7. Taxes. San Jacinto College District is exempt from all taxes in the State of Texas
      including sales tax, ad valorem taxes and any other kind of tax. A tax exemption
      certificate will be provided to the vendor awarded this contract.

   8. San Jacinto College District may request additional purchase quantities at the
      same prices quoted on this RFP for the next 180 days at contract end.

   9. The buyer may, by written notice to the Seller, cancel this contract without liability
      to Seller if it is determined by Buyer that gratuities, in the form of entertainment,
      gifts, or otherwise, were offered or given by the Seller, or any agent, or
      representative of the Seller, to any officer or employee of the College District with
      a view toward securing a contract or securing favorable treatment with respect to
      the awarding or amending or the making or any determination with respect to the
      performing of such a contract. In the event Buyer cancels this contract pursuant
      to this provision, Buyer shall be entitled, in addition to any other rights and
      remedies, to recover or withhold the amount of the cost incurred by Seller in
      providing such gratuities.

   10. San Jacinto College will provide proposal forms when applicable. Vendors
       making proposal offers must use the SJC forms when provided in order to qualify
       for the evaluation process.

   11. References on recent and similar purchases of this service/equipment/supplies
       may be requested from the vendor awarded this RFP.

   12. Responding vendors will be mailed notification letters upon award. Those
       vendors requesting bid tabulation results should submit such request
       accompanied by a stamped, self-addressed envelope.


RFP BID RECEIPT & INTENT TO BID

The undersigned affirms that they are “duly authorized to execute this contract, that this
company, corporation, firm, partnership or individual has not prepared this RFP in
collusion with any other Bidder, and that the contents of this RFP as to prices, terms or
conditions of said RFP have not been communicated by the undersigned nor by any
employee or agent to any other person engaged in this type of business prior to the
official opening of this RFP."

Vendors electing not to respond to this RFP, please submit a "NO RFP" response in
order to remain on the vendor list. For a NO RFP response, please indicate by checking
    here ___________, completing the information below and returning to District
    Purchasing.

Vendor's Company Name/Contact Person:


Address/City, St/Zip Code:


Phone #/Fax #:
Email:
Authorized Signature:                           Paula Wohnoutka
                                                District Purchasing
                                                San Jacinto College District
SCOPE OF SERVICES REQUIRED

San Jacinto College District is requesting proposal for Local Moving Services of offices
and equipment in Houston and Pasadena, Texas. This RFP will encompass at least two
major moves and various smaller ones for the period of one (1) year with the possibility
of extending the RFP for another four (4) years at one-year intervals, renewable with the
approval of both parties. Cost increases/adjustments will only be reviewed once a year
at time of renewal. If contractor requests a price adjustment/increase supporting
documentation must accompany the request.

DETAILS OF REQUIRED SERVICES

   1. RFPs must be submitted on the pricing sheet in this proposal. By returning the
      RFP Proposal with a price quote, vendors certify and agree that:

   2. All charges, including freight, inside delivery, labor, supervision, materials and all
      costs associated with this service, are included in RFP prices.

   3. "Workers Compensation as required in the State of Texas and coverage of
      Comprehensive General Liability Insurance of limits of at least $2,000,000.00 per
      occurrence, acceptable to San Jacinto College District, shall be met prior to any
      delivery of work, and must remain in effect during the term of the contract. The
      successful vendor must submit, to San Jacinto College District, a certificate of
      coverage showing San Jacinto College District as a certificate holder and
      additional insured under the comprehensive general liability information. The
      contractor insurance certificate will also provide a waiver of subrogation denoted
      on the face of the insurance certificate relative to public liability and property
      damage and automobile coverage. Notwithstanding the foregoing, the parties
      agree that the insurance coverage provided for herein shall not alter the
      allocation of responsibility for damage to the property of San Jacinto College
      District.

   4. Failure from the moving vendor to comply and follow the terms of the contract
      shall be basis for termination of the contract by San Jacinto College District.
      Immediate termination in whole or in part, by San Jacinto College District may
      be made at its option and without prejudice to any other remedy to which it may
      be entitled at law or in equity, or elsewhere under the Contract, by giving two
      hours written notice to the Contractor with the understanding that all work being
      performed under the Contract shall cease upon the date and time specified in
      such notice. San Jacinto College District shall not pay for work, equipment,
      services or supplies that are unsatisfactory. Contractor may be given a
      reasonable opportunity prior to termination to correct any deficiency. This,
      however, shall in no way be constructed as negating the basis for termination for
      non-performance.

   5. The RFP award shall be based on, but not necessarily limited to, the following
      factors:
          a. Requirements for San Jacinto College District
          b. Experience with Similar Past Moves
          c. Moving Vendor's Past Performance Record
          d. San Jacinto College District's Evaluation of Vendor's Ability
       e. Estimated Cost for Service and Moving Supplies

6. The Contractor shall be considered an Independent Contractor and not an agent,
   servant, employee or representative of San Jacinto College District in the
   performance of the work.

7. The Contractor agrees, during the performance of the work, to comply with all
   applicable codes and ordinances of the Cities of Houston and Pasadena, Harris
   County or State of Texas as they may apply, as these laws may now read or as
   they may hereafter be changed or amended.

8. The Contractor shall obtain the appropriate City, County or State of Texas the
   necessary permit(s), if any, required by the ordinances of the City of Pasadena,
   Harris County or State of Texas for the performance of the work.

9. The Contractor shall not sell, assign, transfer or convey the final negotiated
   contract, in whole or in part, without the prior written consent of San Jacinto
   College District.

10. In case any one or more of the provisions contained in the final negotiated
    contract shall for any reason be held to be invalid, illegal, or unenforceable in any
    respect, such invalidity, illegality, or unenforceability shall not affect any other
    provision thereof and the Contract shall be considered as if such invalid, illegal,
    or unenforceable provision had never been contained herein.

11. The parties herein agree that the Contract shall be enforceable in Harris County,
    Texas and if legal action is necessary to enforce it, exclusive venue shall lie in
    Harris County, Texas.

12. The final Negotiated contract shall be governed by and construed in accordance
    with the laws of the State of Texas and all applicable Federal Laws.

13. This document and the appendices incorporated hereto embody the complete
    request for proposal of services.

14. Vendor must submit one (1) original and three (2) copies of the RFP packet,
    completed and signed. RFPs are to be submitted on 8 1/2 x 11 papers, stapled
    in upper left corner. Vendor must submit all safety, OSHA 200 logs, Experience
    Modification Rates for current and previous 3 years (1999 – 2003) and any other
    company literature desired.

15. In responding to this RFP, the Moving Vendor must complete and submit the
    following sections completed accurately and fully in order to be considered. Due
    to the time element; the depth of the RFP document and the window required for
    evaluation, should responses be found to be incomplete, vendors will not be
    afforded opportunities to correct or alter responses unless specifically requested
    by San Jacinto College District.
MOVING VENDOR REQUIREMENTS

1.    Moving Vendor will follow the instructions and direction of San Jacinto College
      District.

2.    Moving Vendor shall take necessary action to meet all San Jacinto College
      District and facility requirements pertaining to protection of floors, wall surfaces
      and elevators.

3.    Moving Vendor's Supervisors or Estimators will review the condition of origin and
      destination facilities with a San Jacinto College District representative prior to the
      move and immediately after the move-in. These reviews will be documented and
      certified by both client and Moving Vendor.

4.    All Moving Vendor employees will be fully uniformed while on the Premises of
      San Jacinto College District Properties.

5.    San Jacinto College District will arrange for any required servicing of computers,
      copiers and other items which require servicing prior to or after movement.

6.    A labeling system will be identified in the RFP for all items to be moved.

7.    All work will be invoiced on a time and material basis subject to the terms of the
      Moving Vendor's RFP. The hours billed will be for only actual hours worked plus
      no more than one (1.0) hour travel time.

8.    San Jacinto College District reserves the right to award all or part of this contract
      to one or more Moving Vendors.

9.    Each relocation will be preceded by one San Jacinto College District Employee
      Preparation Session (dates to be stipulated at a later time). San Jacinto College
      District will lead each of these sessions, but the Moving Vendor will be invited to
      attend and to participate as is necessary.

10.   Moving Vendor will supply all supervision, vehicles, drivers, Moving Vendors,
      packers, packing materials, origin and destination building protection materials,
      shrink wrap and other supplies and labor which will be required to execute the
      relocation for San Jacinto College District.

11.   San Jacinto College District will provide a “Tentative” Relocation Schedule. This
      schedule will change as the needs of San Jacinto College District change. The
      moving vendor will receive a minimum of three days notice of desired or required
      changes to schedule, move personnel, equipment, building protective materials
      and/or packing materials.
                           MATERIAL AND SUPPLY RATES**

 ITEM       MATERIAL                              *SPECIFICATIONS        UNIT            PRICING
                                                  AND COMMENTS
    1       Bins tri-wall all-purpose
    2       Book carton
    3       Medium carton
    4       Dish-pack
    5       Mirror carton
    6       Large cartons
    7       Interlock packing boxes
    8       Moving labels
    9       Packing paper for delicate items
   10       Bubble wrap for PC’s / delicates
   11       Shrink wrap and sealer
   12       Packing tape, general purpose
   13       Peanuts, loose packing filler
   14       Heavy duty gondolas
   15       Paper pads for glass and art
   16       Wardrobes for maps, etc.
         *Include appropriate measurements/sizes/etc.
                               LABOR AND SERVICE RATES**

 ITEM       STAFF                                                   HOURLY RATES
                                                        REGULAR           OVERTIME
   1        Project Manager
   2        Furniture Technicians
   3        Supervisors
   4        Drivers
   5        Lead Men
   6        Moving Vendors
   7        Tractor Trailers/Straight Trucks
   8        Passenger Vans

                          WAREHOUSING & STORAGE FEES**

 ITEM       STORAGE TYPE*                               UNIT                 PRICING

   1         Open Floor, gallery storage
   2         Enclosed, vaults 7’x7’x6’
   3         On-site trailer storage, 48’
         *Include appropriate measurements/sizes/etc.

           **Additional fees/products/information may be included on separate sheet of
paper.


                                     CERTIFICATION
    All vendors must sign this page thereby confirming the above pricing on
    Materials/Supplies, Staff and Warehousing/Storage Fees and all stated in this proposal
    is correct as submitted. Awarded vendor will receive bid packet, including this page
    signed by the buyer, as confirmation and acceptance of proposal. At that time, this
    packet becomes the contract.



Vendor's Company Name/Contact Person:


Address/City, St/Zip Code:



Phone #/Fax #:


Email:
                                                      Paula Wohnoutka
Authorized Signature:                                 District Purchasing
                                                      San Jacinto College District
VENDOR FORMS

SAN JACINTO COLLEGE DISTRICT

FELONY CONVICTION NOTICE

State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History,
Subsection (a), states “a person or business entity that enters into a contract with a school district
must give advance notice to the district if the person or an owner or operator of the business entity
has been convicted of a felony. The notice must include a general description of the conduct
resulting in


Subsection (b) states “a school district may terminate a contract with a person or business entity if
the district determines that the person or business entity failed to give notice as required by
Subsection (a) or misrepresented the conduct resulting in the conviction. The district must
compensate the person or business entity for services performed before the termination of the
contract.”



   I, the undersigned agent for the firm named below, certify that the information
   concerning notification of felony conviction has been reviewed by me and the
   following information furnished is true to the best of my knowledge. (Check
   appropriate statement.)

    My firm is a publicly held corporation.          This reporting requirement is not
       applicable.

    My firm is neither owned nor operated by anyone who has been convicted of a
       felony.

    My firm is owned or operated by the following individual(s) who HAS NOT___ /
       HAS BEEN___ convicted of a felony.

Name(s) of felon(s): ___________________________________________________

General Description of Conviction(s): ____________________________________

COMPANY NAME: _____________________________________________________

NAME OF AUTHORIZED REPRESENTATIVE: _______________________________

DATE______________
San Jacinto College Vendor Information Request Form



Company Name: _______________________________________________________________

Invoice Name or DBA, if Different:_________________________________________________

Account Number Assigned to SJCD:________________________________________________

Federal Taxpayer Identification Number:_____________________________________________

Do you accept Electronic Payment? ________

Type of Commodities _____Moving & Storage Services_______________96256 & 962592____

Billing/Payment Address:                           Correspondence Address:

_____________________________________              ___________________________________

_____________________________________              ___________________________________

_____________________________________              ___________________________________

_____________________________________              ___________________________________

Contact Person Information:
Name:__ ________________________                   E-Mail_____________________________
Phone Numbers:
Business: ________________________                Pager:_____________________________
Cellular: _________________________        Fax:______________________________

Type of Entity: (May indicate more than one)      (1099 Reportable - Select ONE Only)
Historically Underutilized Business _______          Individual/Sole Proprietorship* ________
Minority Owned                               _______ Partnership*                   ___________
Small Business                               _______ Corporation                     ___________
Employee Owned                       _______ Exempt Organization         ___________
Texas State Contract                         _______ Please identify type / IRS Code_________
SJCD Alumni Owned                            _______          Other – Please Specify ________________
SJCD In District (Tax Payer)                 _______ * W-9 Form required for all entities

Are you a subsidiary of another company? _______

If yes, Parent Company Name ____________________________________________________

Parent Company Federal Taxpayer Identification Number:______________________________


Date:_________________________________             Signature:____________________________

Title:_________________________________            Printed Name:_________________________
CURRENT SERVICE REFERENCES

List three (3) references of current customers who can verify the quality of service your
company provides. SJCD requires customers of similar size and scope of work for this
proposal. These should be within the Greater Pasadena - Houston Area.
THIS FORM MUST BE RETURNED WITH YOUR PROPOSAL.


                                      REFERENCE ONE
Government/Company Name:

Address:

Contact Person and Title:

Phone:                                Fax:

Contract Period:                                     Scope of Work:

                                      REFERENCE TWO
Government/Company Name:

Address:

Contact Person and Title:

Phone:                                Fax:

Contract Period:                                     Scope of Work:

                                     REFERENCE THREE
Government/Company Name:

Address:

Contact Person and Title:

Phone:                                Fax:

Contract Period:                                     Scope of Work:
                        Additional Relocation Requirements
                                        For
                           San Jacinto College District

The major relocation of San Jacinto College District assets will originate from two
buildings on two campuses within the Houston, Texas campuses of San Jacinto College
District. They will encompass moving offices and training centers to newly build
locations on each campus.

The RFP also covers smaller moves during the year and will encompass offices and
training centers to other locations on and off campus but still in the Houston/Pasadena
Texas area.
                                 VENDOR LISTING

Wald Relocation Services, Ltd.           Bekins Moving & Storage Co., LLC
Peter M.Morris                           Gregory Busacca
8708 West Little York Rd. #190           6853 Southwest Freeway
Houston TX 77040                         Houston TX 77074
713-512-4845                             713-779-4100
713-203-2680 cell                        832-771-5356 cell
713-512-4881 fax                         713-998-8614 Fax
moverguy@waldrelocation.com              gbusacca@bekinsms.com

Graebel Houston Movers                   Berger Allied of Houston
Mark Walker                              Gerry Bourgeois
10901 Tanner Road                        3021 Mangum
Houston TX 77041                         Houston TX 77092
713-331-6364                             713-688-0381
mwalker@graebel.com                      713-956-9871 fax
                                         gerryb@bergertransfer.com
B&S Moving
Scott Crassin
2626 S.E. Beltway 8
Pasadena TX 77503
281-991-0113
281-991-0115 fax

								
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