HomeMy WebLinkAbout5.13 Motion to accept proposal from Hollander International Storage & Moving Co. of Elk Grove Village for the relocation of the Police and Fire Headquarters4/15/2020 BoardDocs® Pro
Agenda Item Details
Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Subject 5.13 Motion to accept proposal from Hollander International Storage & Moving Co. of Elk
Grove Village for the relocation of the Police and Fire Headquarters in an amount not to
exceed $30,215.00.
Access Public
Type Action (Consent)
Preferred Date Mar 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
Dollar Amount 30,215.00
Budgeted Yes
Budget Source Police and Fire Headquarters Construction Account
Recommended Action Accept proposal from Hollander International Storage & Moving Co. of Elk Grove Village for
the relocation of the Police and Fire Headquarters in an amount not to exceed $30,215.00.
Public Content
Information
One of the final stages of the New Police and Fire Headquarters projects is to relocate the existing staff, files,
cabinets, shelves, and reused equipment to the new sites located at 111 E. Rand Road and 911 E. Kensington Road.
While Public Works will be relied upon to relocate any delicate equipment, a professional moving company is the most
efficient choice to relocate the stations in a single day for each Department to minimize the disruption to such critical
public services. In order to do so, Staff prepared a detailed request for proposals outlining the expectations of items
to be relocated by an outside firm. As a reminder, the Fire Administration furniture is scheduled to be relocated
separately by the new furniture installers and is not included in this scope of work. Very little of the actual furniture
for the Police will be relocated due to its much older age in comparison to Fire.
A group walk through was held where Staff from each department led the firms through each area of the existing
buildings detailing items to be relocated. All questions were answered in writing by Staff, but were extremely limited
in nature due to the extensive walk through detail.
Four firms provided pricing for the relocation of the two Departments. All four respondents were more than qualified
for such a project with Hollander Storage & Moving Co. of Elk Grove Village being the lowest at $30,215.00. The other
bidders provided pricing ranging from $30,330 to $44,274.00. As the two lowest bidders were so close in pricing,
Staff walked them both through the building again just to be sure they were comfortable with their pricing. Both
honored their pricing, which left Hollander as the low qualified price. Price were as follows:
Table 1: Cost Proposals
FirmTotal Cost
H.o.lla.n.d.e.r...International
...........................................................................................................................................................3.0, 2.1.5...0.0
Von Sydow's $30,330.00
https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login
1/2
4/15/2020 BoardDocs® Pro
IMidwest Moving $34,713.00
Hasset Moving $44,274.48
Hollander has a long history of relocation services dating back more than 130 years. They have completed a number
of large commercial relocations, including a police station, and most recently the relocation of Elk Grove Village's
Public Works facility. Hollander has indicated they can accommodate the Village's expected moving dates of the
second week of April for Fire and third week of May for Police. They are prepared to deliver the 440 required empty
crates to the Fire Department upon approval of this contract by the Village Board in order to facilitate the early office
break down required for the furniture relocation. Then in May, 1,000 crates will be delivered to the Police Department
in order to accommodate their move. Staff is more than satisfied with the response from Hollander International and
the pricing provided fits within the overall budget for each project.
As for the breakdown of cost allocation to each project, the Fire Department construction budget would be charged for
$13,142.00 and the Police Department construction budget $17,073.00. This cost was planned for in the overall
Furniture, Fixtures, and Equipment budget.
Alternatives
1. Accept Hollander International Storage & Moving Co proposal to relocate reusable office equipment to the new
Police and Fire Headquarters.
2. Action at discretion of Village Board.
Staff Recommendation
Staff respectfully recommends Village Board accept the proposal from Hollander International Storage & Moving Co. of
Elk Grove Village for the relocation of the Police and Fire Headquarters in the not to exceed amount of $30,215.00
Administrative Content
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There
will be no separate discussion of those items unless a Board member or member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion & Voting
Approve the List of Bills - February 26, 2020 - March 10, 2020 - $5,008,266.13
Motion by Michael Zadel, second by William Grossi.
Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/2
11�jotLA,NbF
I'll 4,1t
J STORAGE & MOVING COO
March 6, 2020
Mark Rysavy
Deputy Director Building and Inspection Services
Village of Mount Prospect
50 S Emerson St. 2nd floor
Mount Prospect, IL 60056
Mark,
1801 Pratt Boulevard
Elk Grove Village, IL 60007
847-439-2140
We appreciate this opportunity to present this RFP response for moving services related
to the relocation to new buildings for the Police and Fire Departments of Mount
Prospect. Every effort has been made to address each of your objectives and to plan
everything in detail. This proposal reflects what is needed to relocate both facilities
within Mount Prospect.
Based upon my site survey of your current locations and per the informationprovided in
the questions you answered following the walkthrough, I have developed the quote
information for our response to the RFP.
Our approach is to provide you with an accurate depiction of the anticipated time frame,
manpower and equipment to complete the move. Generally, our quotes are not the
lowest as we calculate on a realistic number of men and quantity of equipment to
ensure that we complete the job safely, efficiently, on time and on budget.
We sincerely hope we are selected to handle your move and we are confident that if
selected, you will be pleased with that decision. If you have any questions or if you wish
to discuss this proposal, please don't hesitate to contact me directly.
.............. . ...
Zo
Ron Ross
Commercial Services Manager
cross @.h.ol.laindermovin com
847-774-9399 mobile
HOLLANDER INTERNATIONAL STORAGE &MOVING CO.
COMPANY PROFILE
Hollander Storage & Moving Company, Inc. has been in business sin'ca 188,8 and is the largeso apent
for both United Van Lines and Mayflower Transit in the Chic Metropol'itanarea. Four generations,
of the Hollander Family have nurtured acommi 'trytent to provide the finest moving services possible,
We have done this by surrou'riding ourselves with dedicated moving professionals. A, team of great
people who take pride in assisting companies and individuals with their relocation needs,
FACILITIES
Our three offices and warehouses are strategically located for easy access to all parts of Chlicago
land. H'ollander has two state of the art warehouses in Elk Grove Village equaling over 2 million cubic
feet. All warehouses are equipped with state-of-the-art security and fire protection. We have rack
and containerized storage as well as record storage and archives. We specialize in office and
industrial moving, electronics, distribution, transporting of retail merchandise and trade shows. The
above services can be performed either locally, interstate or internationally. Our offices and
warehouses are equipped with the latest in spec[alized' moving equipment and all the necessary
uniformed manpower needed to complete any unusual requirements or long term prpjects, All of our,
crews are highly tral' ned professionals. Training courses include customer servlce,l,, safety training for
drivers, helpers, packers and warehousemen, and more importantly, proper handling of valuable
cargo.
AREAS OF EXPERTISE
We have five separate divisions specializing in the following areas:
A Office & Industrial Moving & Installation Services
Decommissioning & Disposal Services
Log'stics, High, Value Products & Trade Show Transportation
Household Goods Moving, Services
Distribution & Warehousing
International Moving
As a result of our extensive experience and special expertise in the handling of sensitive articles, our
organization offers major advantages to the commercial customer.
CORPORATE PHILOSOPHY AND PLEDGE
We have a personal and professional obligation, to provide the finest moving services possible,
thereby ensuring our customer's complete satisfaction.
To accomplish our objective, we pledge. -
To maintain the highest performance standards in the industry.
To offer programs designed to meet our customers' needs.
To provide these services and programs at a fair price.
We guarantee every effort will be directed towards fulfilling this philosophy and pledge.
HOLLANDER INTERNATIONAL STORAGE & MOVING CO.
OFFICE AND INDUSTRIAL RELOCATION
• M !1P�► ♦ ! ..M
COMPUTER/LABORATORY/ELECTRONICS MOVING
Hollander has the qualifications required to handle all types of High Value Products including computers,
servers, copiers, laboratory and medical equipment.
The University of Illinois, A.C. Nielsen, and Computer Comforts, are among the companies and
institutions for which we manage the distribution storage and transport of sensitiveelectronic equipment,
Hollander has a,, fleet of air -ride trailers and the specialized equIlpment, required to move electronics,
including lift gates, machine carts, come alongs, machine boards, a,,nd A -frame lifts.
The most In octant tool we possess for the relocation of electronics is our people: supervisors, foremen,
drivers, mac:Mi�r e y riggers and helpers who have the experience and knowledge nieeoessary to sere this
challenging segment of our business.
When
you choose Hollander Storage& Moving. Co,, you choose a competent, skilled and multi -faceted
or, aniz tion to serve all your relocation need
CPA'J
• STORAGE & MOVING CO.
Ron Ross
Project Manager
Relevant Experience
1801 Pratt Boulevard
Elk Grove Village, IL 60007
847-439-2140
Ron Roiss*is af year veteran or the moving and storage industry. He began as a
summer helper for his step -father who was a long distance owner operator for Graebel
Movers and worked durl"Ing, the, summer on the trucks and became a driver at the age of
18. He ran his own truck while in, college up until hegraduated in 1982. Ron returned to
the industry in 19814 in a sales capacity and he has worked for several companies over
the past 36 years. Ile has held positions in sales, operations and agency management.
Ron has been certified by the International Office Moving Institute (IOM I} as a
commercial relocation consultant and project manager. Prominentprojects that Ron has
completed include the relocation of the Fe,dEx freight terminal at O'Hare Airport, the
change out ofall of the passenger screening equipment at bothMidway and O'Hare,
Airports, and the relocation of L-3 Elect rod yn a mics, fro olling Meadows, I L to
Cinch nat'l, OH. Also, from 20,15 -2019, Ron was the project manager for the Master
Plan Renovation at the College of Lake County, where Hollander completed 125 moves
including the relocation of the college's Police Department and Library.
0
Ron has recently completed projects for, Packaging Corporation of rica, Houghton
I
Mifflin Harcourt, General Se is Administration, Riverside, Insights,,, College of
DuPage, Oakton Community College and the Elk Grove Village Public Works
Department,
Hollander Workload
Based upon the staffing and equipment requirements for the relocationproject of the
Police and Fire Departments and thie scheduling parameters presented 'in, the UP1, we
will be able to eff6cfively, handle this work, without an issue during the second week, of
Aprill and the thin dweek ofMay.
W11 WON
IE
Place one of
the lightweight
plastic bins an
its custom
designed daily
for easy
loading,
As you fill
each plastic
bin, just stack
more bins on
top. The
interlocking
dolly and bin
system allows
you to stack
up to 4 high.
0'67pm 'W', Manville
J b ON
'&vs.
Uompton, CA 902`20
800**225-a3659
"We're better because we care"
0
r -O
L101
Reinforced
tie -holes allo
you to seal
boxes with
security seal
zip fies, or
1ocks.
When you ar
ready, your
full bins will
moved from
your old offi
to your new
ote.
The EZ -crate
is as easy to
unload as it is
to load. Now
your move is
complete,
It's that easy!
OLL
STORAGE &MOVING CO.
Project References
Riverside Insights
Michael Jaramillo
Director of Facilities
One Pierce Place, Suite 90OW
Itasca, IL 60143
630-4676572 office
michael.jaram1*llo@riversideinsights.com
College of Lake County
Mike Welch
Facilities Director
19231 W Washington Street
Grayslake, IL 60030
847-543-2247
Over 150 move events performed over four years for Master Plan renovation project. Areas moved
included library, cafeteria, laboratories, offices and Police Department. Services performed 2015 — 2018,
Elk Grove Public Works Dept.
Scott Bernholdt
450 East Devon Ave.
EGV,, IL 60007
847-951-8045
Village of Mount Prospect
CERTIFICATIONS BY MOVING FIRM
Eligibility to Contract
The undersigned hereby certifies, diat the Moving Firm, is, not barred If"117om bidding on or entcring
Into this, contract as a result ofa, v.lolatioii, of either tit bid -rigging or blid-,,i-otat,*i,ng,provisi,oiis of
Article 33E of the Crtminal Code of"111 9611 as, a, -nended,
L
Narne of Moving,,Firm (please prit-it) . .....
Stibm,ttted, b sgtiau,rc)
.............................
Title
Certificate of Compliance with Illinois Human Rights Act
The undersigned hereby, cert"I"'fies that the Moving Firm is in compt"
tance with, Title 7 of the 1964
Civil, Rights,- Act, as anis do and the Illinois Human Rights Act as arnended.,
ell"
(Pl,case prilit)
of'Mov'tig Frni sw 11, Uted, by (sig,'naature)
htle .. .. .. . .....
Certificate of Compliance with Illinois Drug -Free Workplace Act
The undersigned, having 25 or more employees, does hereby certify pursuant to section 3
Of the Illinois Drug Free Workplace Act (30 11LCS 580/3) that it shall provide a drug-free
workplace for all employees engaged in the performance of the work under the contract by
complying with the requirements of the Illinois Drug -Free Workplace Act and, farther certifies
that it is not ineligible for award of this contract by reason of debarment for a violation of the
Illinois Drug -Free Workplace Act.
Name of Moving Firm (please print)
Title
id
Village of Mount Prospect
Certificate Regarding Sexual Harassment Policy
The undersigned does hereby certifypursuant to section 2-105 of the, 111, I(nots'lluman R, his
Act (775 ILLS 512-105) that it has a w-ritten sexual harassment polIcythat includes, at, a,
minimum, the following information-. (i) the illegality of sexual harassment; (il) the definition of
sexu alliarassment under, Statelaw1
- ("I"i
1 )a descripti on, of sex ual harassm,eni, Utilizing examples;
(W) an, internal coni,pla"'n't processincluding, Penaltics; (v) the Iega, I 'recom-se, ,,t,n vest
4, igati"ve and
cot"nplatnt' process available through the'Dqparttnent of Human Rights and HumanRights
Conimissi.on', (i� ,dj,ectiooli-
,J-�Ii li1", °, oma to contut the Department of HumanRights and Human
Rights Commission; and (vii) protection against retaliation.
Name of M' v"n
13
0 g Finii, (please print)
S upin,i xtted� by (si*.'i a, Iti i�)
Title . .....��� W��m�
Village of Mount Prospect
Fee Proposal and Acknowledgement Form
(A moving consultant was used to assist in the creation of this proposal form and scope of
work. All bidders shall fill out the form completely to include the number of man hours,
equipment, and supervision as shown)
lu�irj
1W1011MZM10=0M'J1
Pre -Move (Day before):
Opportunity for crew to arrive on site, break down any shelving, equipment, and fixtures and
prepare for main move to be completed the following day. Fill in quantities and total amounts.
men, 2- Equipment Truck, 6hours (ST)
3 Supervisor, S hours
Installers, 0 hours (ST)
Truck/Equipment Setup Fee
Sub -Total Pre -Move Cost
Relocation (Day of Move):
$
$1�2>9 sa
.................. ..........
Crew will arrive on site, load, and relocate all crates, carts, fixtures and equipment included in
the project scope in one working day.
Origin: �menB hours (ST)
$
i � � � ��
�;rnen, c'f, hour (OT)
0 6.
i ........ .. .........
Drivers: men, +straight trucks, Bhours (ST)
s,
men, ��straight trucks, fhour (OT)
Destination: amen, hours (ST)
Innen, '.hour (OT)
$
Supervision: Supervisor, 10 hours
Fuel Surcharge (if any)
Truck Equipment Setup Fee
$
Sub -total Relocation Cost
$
Additional Items:
0
1,000 crates with 250 crate dollies for 2 weeks $ C9
6 library carts for 2 weeks $ 2 C3
Material delivery and pickup $
Assembly of shelving
Misc. Material (Shrink, bubble, tape, labels, zip ties, skids)
Sub -total Additional Items Cost 0 COS
Total Police Headquarters Main Office Costs (70"7
I
Village of Mount PrDspcct
5
Pre -Move (Day before):
Opportunity for crew to arrive on site, break down any shelving, equipment, and fixtures and
prepare for main move to be completed the following day.
(57men, ?Equipment Truck, Ghours (ST)
/ Supervisor, khours
2- Installers, (vhours (ST)
Truck/Equipment Setup Fee
Sub -Total Pre -Move Cost
Relocation (Day of Move):
$
. . . . . . .............................
2 6
Crew will arrive on site, load, and relocate all crates, carts, fixtures and equipment included in
the project scope in one working day.
Origin: Smen, I hours (ST)
Drivers: 3 men, 22straight trucks, 2 hours (ST)
Smen, astraight trucks, k hour (OT)
Destination: 5 -men, 9 hours (ST)
Supervision: I Supervisor, 'I hours
Fuel Surcharge (if any)
Truck Equipment Setup Fee
Sub -total Relocation Cost
Additional Items:
440 crates with 110 crate dollies for 4 weeks
$
6 library carts for 2 weeks
$
(20
34 speed packs for 2 weeks
•
Material delivery and pickup
Assembly of shelving & lockers
$
e!!5 e
Misc. Material (Shrink, bubble, tape, labels, zip ties, skids)
$
t ZS_
—
Sub -total Additional Items Cost
Total Fire Headquarters Main Office Costs
11C
Village of Mount Prospect
Total CO,StS SUMma
,ry-Lvalues, froini abo;vel
Total Police Headquarters Main Offices Costs
04C
Total Fire Headquarters Main Offices Costs
3C
fqrEntire Pr
Costs for additional work shall comply with the following hourly rate schedule:
Man Hour (ST)
Man Hour (OT)
Driver Hour (ST)
Driver Hour (OT)
Van Hour
Supervisor
qO . per hour
11
We hereby agree to furnish to the Village, services as outlined in the accompanying proposal
in accordance with provisions, instructions, and specifications of the Village. This form must
be signed by an authorized agent of the moving and relocation firm. If the firm is a corporation,
the corporate seal must be affixed.
The proposal shall be binding for ninety (90) days following the proposal due date.
My signature certifies that the Proposal as submitted complies with all terms and conditions as
set forth in the Notice of Request for Proposals for Professional Moving/Relocation Services
for The Village of Mount Prospect Fire Headquarters and Police Headquarters.
I/We certify that INVe am/are authorized to sign as an agent(s) of the firm:
PLACE CORPORATE SEAL HERE
By...... ■■........ a d .1 W A 4 A 0 W, 0
Print Name ........ C. A r
Position / Title.....
Pompany
Address Line
City, State, ZI P - - .. * * * & ... 1, o..*
Telephone.... :
Email...... .....
I I
( PC- &
rol>ca
rs-F
per hour
$
per hour
$
per hour
5n,
per hour
perhour
11
We hereby agree to furnish to the Village, services as outlined in the accompanying proposal
in accordance with provisions, instructions, and specifications of the Village. This form must
be signed by an authorized agent of the moving and relocation firm. If the firm is a corporation,
the corporate seal must be affixed.
The proposal shall be binding for ninety (90) days following the proposal due date.
My signature certifies that the Proposal as submitted complies with all terms and conditions as
set forth in the Notice of Request for Proposals for Professional Moving/Relocation Services
for The Village of Mount Prospect Fire Headquarters and Police Headquarters.
I/We certify that INVe am/are authorized to sign as an agent(s) of the firm:
PLACE CORPORATE SEAL HERE
By...... ■■........ a d .1 W A 4 A 0 W, 0
Print Name ........ C. A r
Position / Title.....
Pompany
Address Line
City, State, ZI P - - .. * * * & ... 1, o..*
Telephone.... :
Email...... .....
I I
( PC- &
rol>ca
rs-F
Village of Mount Prospect
REQUEST FOR PROPOSALS
Professional Moving/Relocation Services for
The Village of Mount Prospect Fire
Headquarters and Police Headquarters
Released: February 14, 2020
Mandatory Walk Through: February 28, 2020, 9:00 am
Due: March 6, 2020, 3:00 p.m.
Expected Board approval of contract: March 17, 2020
1
Village of Mount Prospect
Notice to Bidders
The Village of Mount Prospect will accept sealed proposals until 3:00 P.M., March 6, 2020 for
Moving and Relocation Services for the Fire Headquarters and Police Headquarters. Requests for
Proposals can be obtained by emailing mrysavykmountprospect.org or by pick up at the Village
Hall, 50 S. Emerson Street, Mount Prospect, IL 60056 at the Building Department counter on the
second floor.
All proposals must be received at the Village Hall, 50 S. Emerson Street, Mount Prospect, IL 60056
at the Building Department counter on the second floor by the deadline or will be rejected. No
exceptions will be made.
Take note of the necessary signatures, various submission requirements and proposal criteria for
this submittal. Please submit one original and one digital copy of the proposal (via a usb thumb
drive) in the sealed envelope. Please do not submit on a cd or dvd.
Proposals will be evaluated on qualifications and overall fee cost proposals.
The Village of Mount Prospect reserves the right to reject any or all proposals, to waive any and all
technicalities, or to accept the proposal deemed most advantageous to the Village.
Any and all questions shall be submitted via email to mr savy mountprospect.org only. No
verbal answers will be provided. If a question is answered by the Village it will be distributed to
all rfp holders.
0)
Village of Mount Prospect
REQUEST FOR PROPOSALS:
Architectural/Engineering Services
1.0 REQUEST
The Village of Mount Prospect ("Village") is seeking qualifications and fee based proposals for
professional moving and relocation services from highly -qualified firms to ensure timely, fiscally
responsible, and successful relocation of the existing combined Police and Hire Headquarters into
two separate and new headquarters for each department.
1.1 GENERAL QUALIFICATIONS
The prospective moving and relocation firm shall have experience in Municipal Building work.
1.2 TERMS AND CONDITIONS
a. All costs associated with developing or submitting a qualifications statement in response to
this RFP, or to provide oral or written clarification of its content shall be borne by the
respondent. The Village of Mount Prospect assumes no responsibility for these costs.
b. This RFP does not commit the Village to enter into a contract. The Village reserves the right to
award one or no contract(s) in response to this RFP.
c. The Contract, if awarded will be awarded to the Firm whose submittal is deemed most qualified
to perform the moving and relocation services for the project based upon the evaluation criteria
including but not limited to the firm's experience, the ability of the professional personnel
assigned, past perfonnance record, ability and willingness to meet time requirements, current and
future workload of the firm, and value of the fee proposal.
d. The Village reserves the right to contact any Respondent for clarification, interviews or to
negotiate a contract with the most qualified firm if such is deemed desirable by the Village.
e. The purpose of this Request for Proposals is to identify an experienced moving and relocation
services firm with the best combination of qualifications and fee offering to determine the best
fit for the Village.
1.3 GENERAL PROJECT DESCRIPTION
Fire Station 13 and the Police Headquarters currently sit collocated at 112 E. Northwest
Highway. Both departments will be relocated to new sites in order to provide the necessary
space required for modern facilities. The Fire Headquarters/Station 13 will be moving to 111 E.
Rand Road in the second week of April. The Police Headquarters will be moving to 911 E.
Kensington Road (formerly 799 Biermann Court) in the third week of May. Exact dates are
TBD.
The relocation will involve the supply by the moving company of interlocking lid moving crates,
crate dollies, and library carts a minimum of two weeks prior to the move date, which will all be
packed and loaded by Village staff. Each crate will be tagged with a color and room number by
the Village staff using labels provided by the moving company. Then the moving company will
be responsible for the pickup and delivery of all crates, appliances, file cabinets, lockers, and
any other items identified during the walk through to the new headquarter locations. A color
coded floor plan will be provided by the Village to guide the placement of all relocated crates.
Village of Mount Prospect
Shrink wrap, bubble wrap, tape, labels, zip ties, and skids as necessary will also be provided by
the moving company. With the exception of 12 nesting office chairs, no desks, chairs, or
conference room tables will be relocated by the moving company. Any major furniture
relocation will be completed by a furniture company prior to the move date. All file cabinets
will be emptied by Village Staff into the crates provided by the moving firm prior to moving
day. The assumption was made that all file cabinets and drawers in desks were full when
assessing the number of crates required for each facility.
The current location is 3 stories in height, one of which is a basement. Access to the existing
building is over a small parking deck that cannot handle truck traffic, so all loading and
unloading of trucks will need to be completed on Maple Street. Again, no trucks will be allowed
on the parking deck.
The new Fire Headquarters has an accessible ramp to the main level of the building that is 4
steps raised from the parking lot. There is one story above grade and one story below grade that
is accessible via an elevator. The elevator will need to be protected from damage by the moving
company. Administration and Operations will be located on the main level. Fire Prevention
offices and files will be located on the lower level. The building can be accessed through the
front door off of Rand Road, or through the apparatus bay off of Route 83/Main Street. The
office and operations portion of the building is roughly 11,000 square feet on each floor. The
apparatus bay is 8,000 square feet, but will be limited as to what has to be relocated to and from
this area.
The Police Headquarters is a one story slab on grade building that can be accessed off of
Kensington Road or off of Biermann Court. Access to the building can be accomplished on the
north end, west side, employee entrance in the middle of the western side of the building, or
through the parking garage on the southwest corner of the building. The building is set up with
two main corridors, one in the north/south direction and the other in the east/west direction, that
provide access to all points in the building. The office and operations portion of the building is
roughly 60,000 square feet, with an additional 30,000 square feet of parking garage, gun range,
and storage/mechanical space.
1.4 GENERAL ROLES AND RESPONSIBILITIES
Village (Owner): Village's sole role is to act as owner of the Project and to ensure that its
interests and rights are being protected through the assistance of the selected moving and
relocation firm. The Village has designated an on -staff representative, Mark Rysavy, Deputy
Director of Building and Inspection Services, to act on the Village's behalf as liaison between
the Village and moving firm.
Moving and Relocation Firm: Moving and relocation firm shall relocate all supplied crates,
library carts, fixtures, furnishings, and equipment as identified during the walk through. All items
not packed by Village Staff into crates shall be properly wrapped and protected during transport.
Moving and Relocation Firm shall carry all necessary insurance and certifications necessary to
protect the Village and said firm equally.
II. SCOPE OF SERVICES
2.0 GENERAL SCOPE OF SERVICES FROM MOVING FIRM
2.1 A Project Manager will be made available to the Village for consultation and pre -move
planning.
2.2 If necessary, pre -move classes or training will be provided to the Village to simplify packing
11
Village of Mount Prospect
and organization.
2.3 Provide all color tags necessary, cartons, carts and/or crates for the contents of desk,
credenzas, bookcases, cabinets, and storage areas.
2.4 Review floor plans of new facilities with Village Staff
2.5 Protect all items not in carts or crates for safe moving and relocation.
2.6 All workers will be in uniform and easily identifiable.
2.7 Project Manager will supervise all phases of the move.
2.8 Cell phone communication will be maintained between crew members throughout the move.
2.9 Provide all necessary equipment and manpower to effectively handle the entire relocation
2.10 Computers will be disconnected by Village Staff. Firm shall be responsible for the wrapping
of each computer component for relocation
2.11 Provide bags for loose electronics and cables for each office/work station.
2.12 Disassemble and reassemble shelving and file cabinets as necessary.
2.13 Protect all items from inclement weather.
2.14 Provide all necessary floor coverings for floors and doorways.
2.15 Label all new location areas to coincide with color coded floor plans.
2.16 Deliver move within reasonable accepted parameters of the estimated cost.
2.17The Village will arrange for the disconnection and reconnection of all computers and
electronics. In addition the Village will pack all crates and carts, label all packages, and color
code to floor plans.
III. RFP Submittal Requirements
3.0 QUANTITY AND FORMAT
One (1) copy of proposer's statement of qualifications in an 8 '/2 x 11 format and one (1) usb flash
drive with all information contained on it shall be submitted. All submitted information shall be
organized generally as listed below. There is not a minimum or maximum page limitation but
information should be kept directly relevant and succinct.
• Cover letter
• Understanding of Project and Project Approach
• Relevant project qualifications and experience as a firm
• Key staff/sub-Consultant qualifications and relevant experience
• Firm Workload
• References
5
Village of Mount Prospect
Fee proposal- Village provided forms shall be filled in and submitted.
3.1 DEADLINE AND PROPOSAL DISPOSITION
Completed proposals shall be due NOT LATER than 3:00 PM on Friday March 6, 2020.
All late proposals will be refused.
All submittals shall become the property of the Village of Mount Prospect. Proposals shall be submitted to:
Mark Rysavy, Deputy Director Building and
Inspection Services
Village of Mount Prospect
50 S. Emerson Street, 2nd Floor
Mount Prospect, IL60056
You may not respond with faxes or electronic proposal submissions. All proposals must be
submitted in a sealed envelope with original signatures and clearly marked on the outside, "Fire and
Police Headquarters Moving/Relocation RFP."
Any questions during the period of development of moving and relocation firm's response should
be directed to Mark Rysavy, Deputy Director Building and Inspection Services, in writing at
mrys av(a�,mountpro sp ect. org
IV. SELECTION PROCESS
4.0 SELECTION PROCESS
The selection process to determine the successful moving and relocation firm will be
determined by the lowest qualified bidder process. The firm that provides the lowest
cost, coupled with an experienced and qualified company profile will be forwarded to the
Village Board for approval of a contract.
The Village reserves the right to reject any and all proposals, to solicit additional proposals, and
make any additional decisions that are deemed to be in the best interest of the Village.
2
Village of Mount Prospect
CERTIFICATIONS BY MOVING FIRM
Eligibility to Contract
The undersigned hereby certifies that the Moving Firm is not barred from bidding on or entering
into this contract as a result of a violation of either the bid -rigging or bid -rotating provisions of
Article 3 3 E of the Criminal Code of 1961, as amended.
Name of Moving Firm (please print) Submitted by (signature)
Title
Certificate of Compliance with Illinois Human Rights Act
The undersigned hereby certifies that the Moving Firm is in compliance with Title 7 of the 1964
Civil Rights Act as amended and the Illinois Human Rights Act as amended.
Name of Moving Firm (please print) Submitted by (signature)
Title
Certificate of Compliance with Illinois Drug -Free Workplace Act
The undersigned, having 25 or more employees, does hereby certify pursuant to section 3
Of the Illinois Drug Free Workplace Act (30 ILCS 580/3) that it shall provide a drug-free
workplace for all employees engaged in the performance of the work under the contract by
complying with the requirements of the Illinois Drug -Free Workplace Act and, further certifies,
that it is not ineligible for award of this contract by reason of debarment for a violation of the
Illinois Drug -Free Workplace Act.
Name of Moving Firm (please print) Submitted by (signature)
Title
7
Village of Mount Prospect
Certificate Regarding Sexual Harassment Policy
The undersigned does hereby certify pursuant to section 2-105 of the Illinois Human Rights
Act (775 ILCS 5/2-105) that it has a written sexual harassment policy that includes, at a
minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of
sexual harassment under State law; (iii) a description of sexual harassment, utilizing examples;
(iv) an internal complaint process including penalties; (v) the legal recourse, investigative and
complaint process available through the Department of Human Rights and Human Rights
Commission; (vi) direction on how to contact the Department of Human Rights and Human
Rights Commission; and (vii) protection against retaliation.
Name of Moving Firm (please print) Submitted by (signature)
Title
N
Village of Mount Prospect
Fee Proposal and Acknowledgement Form
(A moving consultant was used to assist in the creation of this proposal form and scope of
work. All bidders shall fill out the form completely to include the number of man hours,
equipment, and supervision as shown)
Police Headquarters Main Offices
Pre -Move (Day before):
Opportunity for crew to arrive on site, break down any shelving, equipment, and fixtures and
prepare for main move to be completed the following day. Fill in quantities and total amounts.
_ men, _Equipment Truck, _hours (ST)
$
_ Supervisor, _hours
$
_Installers, _hours (ST)
$
Truck/Equipment Setup Fee
$
Sub -Total Pre -Move Cost
$
Relocation (Day of Move):
Crew will arrive on site, load, and relocate all crates, carts, fixtures and equipment included in
the project scope in one working day.
Origin: _men, _hours (ST)
$
_ men, _hour (OT)
$
Drivers: _men, _straight trucks, _hours (ST)
$
_men, _straight trucks, _hour (OT)
$
Destination: _men, _hours (ST)
$
_men, _hour (OT)
$
Supervision: Supervisor, _hours
$
Fuel Surcharge (if any)
$
Truck Equipment Setup Fee
$
Sub -total Relocation Cost
$
Additional Items:
1,000 crates with 250 crate dollies for 2 weeks
$
6 library carts for 2 weeks
$
Material delivery and pickup
$
Assembly of shelving
$
Misc. Material (Shrink, bubble, tape, labels, zip ties, skids)
$
Sub -total Additional Items Cost
$
Total Police Headquarters Main Office Costs
$
I
Village of Mount Prospect
Fire Headquarters Main Offices
Pre -Move (Day before):
Opportunity for crew to arrive on site, break down any shelving, equipment, and fixtures and
prepare for main move to be completed the following day.
_ men, _Equipment Truck, _hours (ST)
$
_ Supervisor, _hours
$
_Installers, _hours (ST)
$
Truck/Equipment Setup Fee
$
Sub -Total Pre -Move Cost
$
Relocation (Day of Move):
Crew will arrive on site, load, and relocate all crates, carts, fixtures and equipment included in
the project scope in one working day.
Origin: _men, _hours (ST)
$
Drivers: _men, _straight trucks, _hours (ST)
$
_ men, _straight trucks, _hour (OT)
$
Destination: _men, _hours (ST)
$
Supervision: Supervisor, _hours
$
Fuel Surcharge (if any)
$
Truck Equipment Setup Fee
$
Sub -total Relocation Cost
$
Additional Items:
440 crates with 110 crate dollies for 4 weeks
$
6 library carts for 2 weeks
$
34 speed packs for 2 weeks
$
Material delivery and pickup
$
Assembly of shelving &lockers
$
Misc. Material (Shrink, bubble, tape, labels, zip ties, skids)
$
Sub -total Additional Items Cost
$
Total Fire Headquarters Main Office Costs
$
10
Village of Mount Prospect
Total Costs Summary (values from above)
Total Police Headquarters Main Offices Costs
Total Fire Headquarters Main Offices Costs
S
S
Overall Relocation Costs for Entire Project $
Costs for additional work shall comply with the following hourly rate schedule:
Man Hour (ST) _
$
per hour
Man Hour (OT) _
$
per hour
Driver Hour (ST) _
$
per hour
Driver Hour (OT) _
$
per hour
Van Hour =
$
per hour
Supervisor =
$
per hour
We hereby agree to furnish to the Village, services as outlined in the accompanying proposal
in accordance with provisions, instructions, and specifications of the Village. This form must
be signed by an authorized agent of the moving and relocation firm. If the firm is a corporation,
the corporate seal must be affixed.
The proposal shall be binding for ninety (90) days following the proposal due date.
My signature certifies that the Proposal as submitted complies with all terms and conditions as
set forth in the Notice of Request for Proposals for Professional Moving/Relocation Services
for The Village of Mount Prospect Fire Headquarters and Police Headquarters.
I/We certify that I/We am/are authorized to sign as an agent(s) of the firm:
PLACE CORPORATE SEAL HERE
By..............................:
Print Name ...................:
Position / Title ...............:
Company Name.............:
Address Line 1 ..............:
City, State, ZIP ..............:
Telephone .................... :
Email...........................:
11