Records & Information Center Move 2023-24

GS-036 REV 03/07/18 Page 1 of 22 REQUEST FOR PROPOSALS SUPERIOR COURT OF CALIFORNIA COUNTY OF SANTA CLARA REGARDING: Records & Information Center Move 2023-24 RFP 102423C PROPOSALS DUE: 11/10/2023 NO LATER THAN 3:00 P.M. PACIFIC TIME RFP Title: RECORDS & INFORMATION CENTER MOVE 2023-24 RFP Number: 102423C GS-036 REV 02/26/18 Page 2 of 22 1.0 BACKGROUND INFORMATION The Courts’ Records and Information Center (RIC) will be consolidated into half its current space at 40 Daggett by May 2024. The purpose of this RFP is to obtain moving services to shift files, relocate warehouse items within 40 Daggett and remove/recycle existing shelving and modular furniture. This project should be performed and priced in phases. All phases are outlined in section 2.0. 2.0 DESCRIPTION OF SERVICES AND DELIVERABLES The JBE seeks the services of a person or entity with expertise in file moving, furniture relocation, shelving demolition and cubicle dismantling. Phases/specifics; * Phase 1) Relocate 550 linear

feet of files and 7400 boxes of files from one side of RIC to the other. There will be no shelf adjustment required. Court staff will assist in identifying number system layout and spot checking on occasion. Phase 2) Disassemble empty shelving units. Contractor responsible for recycling and removing floor bolts. Bolts to be taken down to flooring level and holes filled if lower that floor level. Approx. 44 shelving units in total. Phase 3) Move two (2) caged areas and staged them within the RIC warehouse. Area 1 (Facilities cage) is approx. 3500 square feet and area 2 (IT cage) is approx. 1100 square feet. Contractor to supply bins/speed packs/pallets used to move smaller items. Cage product to be staged for approx. 2- 3 weeks. Items to be identify and marked as to destination location prior to moving. No demo work to be involved in this phase. Phase 4) Move contents of staged items into its final destination. Court Facilities team to assist in identifying final caged spot foe items. Phase 5) Demo IT office area. To include to following. > IT office cubicles plus power poles > Breakroom items > Training room items > Server room To be included is everything remaining on walls, such as monitors, pictures, first aids kits, etc 3.0 TIMELINE FOR THIS RFP The JBE has developed the following list of key events related to this RFP. All dates are subject to change at the discretion of the JBE. EVENT DATE RFP issued 10/24/2023 Pre-proposal Conference (Walkthrough) 11/02/2023 @ 9:00 am Deadline for questions 11/09/2023 Questions and answers posted 11/13/2023 Latest date and time proposal may be submitted 11/21/2023 @ 3:00 pm Evaluation of proposals (estimate only) 11/27/2023 Notice of Intent to Award (estimate only) 11/30/2023 Negotiations and execution of contract (estimate only) 12/7/2023 RFP Title: RECORDS & INFORMATION CENTER MOVE 2023-24 RFP Number: 102423C GS-036 REV 02/26/18 Page 3 of 22 EVENT DATE Contract start date (estimate only) 11/31/2023 Contract end date (estimate only) 6/30/2024 4.0 RFP ATTACHMENTS The following attachments are included as part of this RFP: ATTACHMENT DESCRIPTION Attachment 1: Administrative Rules Governing RFPs (Non-IT Services) These rules govern this solicitation. Attachment 2: JBE Standard Terms and Conditions If selected, the person or entity submitting a proposal (the “Proposer”) must sign this JBE Standard Form agreement (the “Terms and Conditions”). The following provisions within the Terms and Conditions are minimum contract terms and conditions (“Minimum Terms”): _____. Attachment 3: Proposer’s Acceptance of Terms and Conditions On this form, the Proposer must indicate acceptance of the Terms and Conditions or identify exceptions to the Terms and Conditions. Note: A material exception to a Minimum Term will render a proposal non-responsive. Attachment 4: General Certifications Form The Proposer must complete the General Certifications Form and submit the completed form with its proposal. Attachment 5: Darfur Contracting Act Certification The Proposer must complete the Darfur Contracting Act Certification and submit the completed certification with its proposal. Attachment 6: Payee Data Record Form This form contains information the JBE requires in order to process payments and must be submitted with the proposal. DVBE Incentive For vendors claiming the DVBE incentive, the Proposer must complete the DVBE Declaration and Bidder Declaration forms to receive the 3% incentive. See section 13.0. [Only for solicitations of $1,000,000 or more] Attachment 7: Iran Contracting Act Certification The Proposer must complete the Iran Contracting Act Certification and submit the completed certification with its proposal. (Only for solicitations of $100,000, or more) Attachment 8: Unruh and FEHA Certification The Proposer must complete the Unruh Civil Rights Act and California Fair Employment and Housing Act Certification. 5.0 PAYMENT INFORMATION Payment to be issued upon satisfactory completion of each phase. Completion status is to be agreed upon by both the Court and the vendor. 6.0 PRE-PROPOSAL CONFERENCE 11/2/2023 @ 9:00 am The JBE will hold a pre-proposal conference on the date identified in the timeline above. The pre- proposal conference will be held at the JBE’s offices at 40 Daggett Drive San Jose Ca 95113. 7.0 SUBMISSIONS OF PROPOSALS 7.1 Proposals should provide straightforward, concise information that satisfies the requirements of the “Proposal Contents” section below. Expensive bindings, color displays, and the like are not necessary or desired. Emphasis should be placed on conformity to the RFP’s instructions and requirements, and completeness and clarity of content.