Moving and Relocation Services

15 March 2024 Moving and Relocation Services 15 March 2024 Released 3/15/2024 12:00 AM CDT Type RFP - Request For Proposal Open 3/18/2024 12:00 AM CDT Number RFP-2024-127 Close 5/20/2024 2:00 PM CDT Currency US Dollar Sealed Until 5/20/2024 2:00 PM CDT Payment Terms 0% 45, Net 45 15 March 2024 Contacts Darla Vann Darla-Vann@ouhsc.edu Phone +1 918-660-3091 ext. 3091 15 March 2024 Commodity Codes None Added 15 March 202415 March 202415 March 202415 March 202415 March 202415 March 202415 March 202415 March 2024 mailto:Darla-Vann@ouhsc.edu The University is seeking proposals for the following: Interstate and intrastate relocation services for household, small office and small laboratory goods. Also, storage, standard and climate controlled, temporary and long term. International relocation services for household, small office, and small laboratory goods Local moving

services, within a single city or within the metro area. This may include household or an office. If you have different pricing schedules, please include both. The shipment of personal vehicles These services may be quoted as a complete package of services or as a stand-alone basis. Please mark each set of rates clearly "Stand Alone" or "Packaged". The University reserves the right to make an award based on individual or packaged services. Interstate and Intrastate Relocation Services: Inspection, packing, inventory, shuttle, long or short haul, delivery, insurance, storage and other services as necessary for relocation of University employees. Employees may be liable for a portion of the cost of the move. Special considerations include rush shipments, slow shipments, or full-trailer shipments International Relocation Services: Inspection, packing, inventory, shuttle, long or short haul, delivery, insurance, storage and other services as necessary for relocation of University employees. Employees may be liable for a portion of the cost of the move. Storage, standard and Climate Controlled: Delivery into and out of standard storage, handling, and other related warehouse fees. Automobile shipments: Personal vehicles picked up from shipping point and delivered to destination. Description Required to View Event Prerequisites Required to Enter Bid There are no Prerequisites added to this event. 15 March 202415 March 202415 March 202415 March 202415 March 202415 March 202415 March 2024 Buyer Attachments 1. 01 Solicitation instructions 2023.11.10.pdf 2. 02 Solicitation Rules of Usage and Definitions 2023.11.10.pdf 3. 03 Solicitation Evaluation 2023.11.10.pdf 4. University of Oklahoma Solicitation Insurance Requirements 2023.12.14.pdf 5. 05 Solicitation General Terms and Conditions 2023.11.10.pdf 6. 06 Contract Governance 2023.11.10.pdf 15 March 202415 March 202415 March 202415 March 202415 March 202415 March 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjExNDQ2LTE1MjYzMjczODYwMSBTb2xpY2l0YXRpb24gaW5zdHJ1Y3Rpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjExNDQ2LTE1MjYzMjc3MjUwMiBTb2xpY2l0YXRpb24gUnVsZXMgb2YgVXNhZ2UgYW5kIERlZmluaXRpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjExNDQ2LTE1MjYzMjc2NzcwMyBTb2xpY2l0YXRpb24gRXZhbHVhdGlvbiAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjExNDQ2LTE1MzU4NzcyNTFVbml2ZXJzaXR5IG9mIE9rbGFob21hIFNvbGljaXRhdGlvbiBJbnN1cmFuY2UgUmVxdWlyZW1lbnRzIDIwMjMuMTIuMTQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjExNDQ2LTE1MjYzMjcyMzQwNSBTb2xpY2l0YXRpb24gR2VuZXJhbCBUZXJtcyBhbmQgQ29uZGl0aW9ucyAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjExNDQ2LTE1MjYzMjgzMDAwNiBDb250cmFjdCBHb3Zlcm5hbmNlIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: General Questions Instructions: 1.1 Provide a brief overview of your organization, including its size and experience in the industry. 1.2 How many years of experience does your organization have in providing the specific goods/services outlined in this Solicitation? 1.3 Provide a summary of similar projects or contracts you have successfully completed. 1.4 Can you identify any potential challenges or risks associated with the project and propose mitigation strategies? 1.5 Do you have the necessary resources, including equipment, infrastructure, and personnel, to fulfill the requirements of this project? 1.6 Are there any competing commitments that might affect your ability to deliver the goods or services on time? 1.7 Have you entered any contracts with the Board of Regents of the University of Oklahoma in the past twelve (12) months? 1.8 If "yes," please identify the contract, dates of performance, and University contact. 1.9 Describe how you plan to ensure effective communication and collaboration with our team throughout the project. 1.10 Provide five (5) references from projects of similar size and scope in the attached document. Group 2: Solicitation Specific Questions Instructions: 2.1 Who will be the primary contact for scheduling moves, their title, and availability? 2.2 Describe your initial estimate procedures. Provide a copy of all standard communication materials with shippers. Also, include a copy of your estimate form. 2.3 What flexibility will the University have in customizing and/or modifying these communications? 2.4 Upon notification of a quote request, how soon will completed quotes be returned? Off Season? Peak season? 2.5 What are the "scheduled" points of contact from the move coordinator to the shipper once the move process has begun? 2.6 How will you guarantee the pick-up of all shipments, no matter the size? If you have weight or regional limitations, please specify. 2.7 How will you ensure as many "self-hauls" as possible? 2.8 Will retiring University employees be covered under this agreement? 2.9 Who will be the primary contact during the pack, load, and delivery process? 2.10 Detail your method of inventory and include a copy of the inventory form. 2.11 How will you insure only full time, permanent packers and loaders are used for University shipments? 2.12 How will you ensure shipments are not split? Include what provisions and/or compensation will you offer the individual if logistics require you to split the shipment. 2.13 What process will be used to keep the pick-up date to one day no matter the origination point or size of shipment? If you have weight or regional limitations that would not allow one-day pick-up service, please specify. 2.14 What is your on-time pick-up percentage for the past three years? 2.15 List the pack, load and transfer procedures for live plants. 2.16 How will you accommodate requests for University personnel to witness the weight certification? 2.17 What are your on-time delivery percentages for the last three years? 2.18 What process will you use to keep the delivery "window" as narrow as possible? 2.19 What options will you allow the employee to "slow down" the shipment if necessary? 2.20 What options will you allow the employee to "rush" the shipment if necessary? 2.21 What mechanisms are available for shippers to track their own shipments while in transit? 2.22 What provisions will be provided to individuals for late pick-ups and/or deliveries? Please be specific; an offer to cover a "reasonable" amount of expenses is insufficient 15 March 202415 March 202415 March 202415 March 202415 March 2024 2.23 What is the process the individual will use to apply for such compensation and how quickly can they expect a response? 2.24 List any services to be provided at no cost at time of delivery and load-in, such as box placement, furniture arrangement, re-assembly of furniture, unpacking of mattresses, dish boxes, etc. Be specific about what re-assembly will be done at no charge. 2.25 Will you provide waste pick-up after the move, and if so what are the terms? 2.26 How will your company dispose of the waste? 2.27 For interstate moves, is there any state of the US, or any US Commonwealth not covered by this contract? 2.28 What specific services for interstate or intrastate moves will not be covered under this agreement? 2.29 Provide a sample of your move contract and any required financial agreements. 2.30 Which appliance disconnects and/or hook-up service(s) will be supplied at no charge? 2.31 Which appliance disconnects and/or hook-up service(s) will be performed by a 3rd party? 2.32 What services are available for pet boarding and transportation? 2.33 What allowance will be in place for unknowns at the destination such as long carries, stairs, etc? 2.34 If your proposed billing method is for actual cost, what guarantees will be given on the estimate of each move? 2.35 Will any of your rates be adjusted based upon seasonal volume? 2.36 What payment options are available for the employee portion of cost of the move? Are terms available to individual University employees, no matter how strict? 2.37 What are your payment terms? 2.38 Will you accept Net 45? 2.39 List your capabilities for electronic billing? 2.40 Will you accept payment by University Pcard (credit card)? 2.41 At what level will shipments be insured as full-replacement value (FRV) for no additional cost, that is, insurance included in the cost of the move? 2.42 Under the level of coverage you propose, what is the carrier's maximum per pound liability for interstate moves? 2.43 Under the level of coverage you propose, what is the carrier's maximum per pound liability for intrastate moves? 2.44 What items are not covered under the FRV basic insurance coverage? 2.45 Are plants included in the FRV coverage? 2.46 Who will be the primary contact for filing a claim? Title? Availability? 2.47 Specify the time requirements in which an employee must notify the carrier of a claim. Include a copy of your standard claim form. 2.48 Describe the claims process that takes place from the time the employee files a claim through resolution. 2.49 Describe your ability to investigate claims due to logistical challenges. 2.50 In business conducted during 2023, what was the ratio of claim dollars per 100 lbs shipped? 2.51 In the business conducted during 2023, what was your average number of days to final settlement of a claim? 2.52 Is your agency and/or parent corporation involved in any pending legal action relative to unresolved claims for your clients? 2.53 Describe your policy and specific decision making process that will be used to decide whether to pay for the replacement of damaged goods or pay for the repair. 2.54 List the partnerships and/or 3rd parties utilized for international shipments. 2.55 Describe your agency and corporate access to packers, handlers, brokers, and shipping lines worldwide. 2.56 List your capabilities to interact with the international employee 2.57 Explain your capabilities and access as it relates to different languages. 2.58 Which US states or Commonwealths, such as Alaska, Hawaii, Puerto Rico, are considered International moves? 2.59 Is Canada or Mexico considered International? 15 March 202415 March 202415 March 202415 March 202415 March 2024 2.60 Under the level of insurance coverage you propose, what is the carrier's maximum per pound liability for international moves? 2.61 Which countries will not be covered under this agreement? 2.62 What specific services for international moves will not be covered under this agreement? 2.63 Under what circumstances will you ship a vehicle, motorcycle, boat, small travel trailer, or other craft on board the moving van with the shipment of household goods? 2.64 Under what circumstances will you ship a vehicle, motorcycle, boat, small travel trailer, or other craft via 3rd party? 2.65 When shipped via 3rd party, will the weight of the automobile be included in the overall weight of the shipment? 2.66 What provisions are made for insuring against damage when handled by a 3rd Party? 2.67 What is your rate formula for relocations within the city limits? 2.68 What is your rate formula for relocations within the metro area? 2.69 What level of insurance coverage is included and what is the carrier’s maximum per pound liability for local moves? 2.70 Do you offer relocation consultants services that an employees can opt to utilize at their own expense? Services such as the following: 1. Area Orientation: Providing detailed information about different neighborhoods, schools, amenities, and local services in the new city. 2. Home Search Assistance: Helping clients find suitable housing options based on their preferences, budget, and location requirements. 3. Moving Logistics: Assisting with logistics such as packing, transportation, and storage arrangements. 4. Cultural Orientation: Offering insights into the local culture, customs, and social norms to help clients adapt to their new environment. 5. Settling-in Services: Providing support with tasks such as setting up utilities, obtaining necessary permits or licenses, and finding healthcare providers. 6. Spousal & Family Support: Offering assistance to accompanying family members, including job search support, school enrollment assistance, and social integration programs 2.71 Who would be the contact for relocation consultant services? 2.72 Provide any additional information regarding service capabilities supporting your company as the firm best able to meet the needs of this client which have not been previously detailed. Include particular attention to capabilities which are currently under development which will position your firm in the future to provide the innovative solutions which are technologically advanced and serve to reduce the administrative burden on both the employer and the employee. Include in your description any associated fees. 2.73 Please complete the attached form upload your response. Group 3: General Terms & Conditions Instructions: 3.1 Please review the General Terms & Conditions for this Solicitation. If you have any comments or questions, please use the track changes and comment features in this Word document and upload it here. Submittal of questions or comments does not bind the University. 3.2 Please review and sign the attached Business Associate Agreement which will be needed for moves and relocations that PHI, PII or Ferpa may be accessed such as but not limited to classroom, labs or clinic moves, etc. Group 4: Certifications Instructions: 4.1 I have reviewed the attached Instructions. I understand that (i) compliance with the Instructions is material to determining whether my Bid is responsive and (ii) any failure to the University Contact of an ambiguity, conflict, discrepancy, omission, or other error in the Solicitation that is known to the me, or that reasonably should be known to the me, shall not entitle me to any compensation, relief, or time by reason of error or its later correction. 4.2 CERTIFICATION REGARDING DEBAREMENT - Bidder certifies that neither it, its principles, nor Supplier Parties performing services arising from this Solicitation or resulting Contract or Contract Documents are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions (defined as not being eligible to receive federal funds) by any Governmental Authority. 15 March 202415 March 202415 March 202415 March 202415 March 2024 4.3 CERTIFICATION REGARDING CONFLICTS OF INTEREST - Bidder certifies that neither the Bidder nor a Bidder Party (i) paid, gave, or donated or agreed to pay, give, or donate to any University Party (including their family members) or employee or elected officer of the State of Oklahoma any money or other thing of value, either directly or indirectly, in procuring the Solicitation or resulting Contract or (ii) improperly exerted or attempted to influence any University Party involved in this Solicitation or who has authority over any decision involving this Solicitation to breach, circumvent, evade, or avoid any Law or University policy or process. Bidder also certifies that no person who has been involved in the development of this Solicitation or resulting Contract while employed by the University or the State of Oklahoma shall be employed by the Bidder to fulfill any of the services provided for under said Contract. 4.4 CERTIFICATION OF COMPETITIVE BID AND CONTRACT (Non-Collusion Certification) - Bidder certifies that neither it nor anyone subject to the Bidder’s direction or control, including Bidder Parties, has been a party to (i) any collusion among Bidders or Suppliers in restraint of freedom of competition by agreement to bid or contract at a fixed price or to refrain from bidding or contracting, (ii) any collusion with any University or state official or employee as to the quantity, quality or price in the prospective contract, or as to any other terms of the prospective contract, nor, (iii) any discussions between Bidders or Suppliers and any University or state official or employee concerning the exchange of money or other things of value for special consideration in connection with the prospective contract. 4.5 Are you exempt from the Workers’ Compensation Act? 4.6 Attach a signed statement that provides specific details supporting the exemption you are claiming from the Workers’ Compensation Act. (Note: Pursuant to Attorney General Opinion #07-8, the exemption from 85 O.S. 2011, § 311 applies only to employers who are natural persons, such as sole proprietors, and does not apply to employers who are entities created by law, including but not limited to corporations, partnerships, and limited liability companies.) 4.7 Please complete and upload the attached Attestation. 15 March 202415 March 202415 March 202415 March 202415 March 2024 Product Line Items Product Line Items There are no Items added to this event. 15 March 202415 March 202415 March 202415 March 2024 Service Line Items Service Line Items There are no Items added to this event. 15 March 202415 March 202415 March 2024