Facility Moving Services

Subject: Request for Proposal for Facility Moving Services

1. Background and Summary:
The Project Development Unit (PDU) provides construction services for new ground-up capital construction and renovation projects for the County of San Mateo properties. The PDU also manages the relocation of staff and equipment into the newly constructed and/or renovated spaces. To support the move process, the PDU is seeking proposals from firms for Moving Services in accordance with the Scope of Work outlined in this Request for Proposal (RFP).

2. Scope of Service:
Providing moving services for office furniture, materials, records, appliances, and equipment typically found in a professional setting. All labor, supervision, tools, equipment, transportation, permits, fees, taxes, incidentals, and materials necessary to perform the move shall be included and provided by the contractor.

2.1. Locations:
All moves will be within the County of San Mateo. The moves will generally be from one County building to another.

2.2. Dates and duration:

The moving services will begin on June 30th, 2025, and end on January 30th, 2028. RFP responses should take into consideration working hours being limited to 7:00 a.m. to 10:00 p.m.

2.3. Furniture, Materials, and Equipment:

Furniture includes but is not limited to:
• Standalone Office Furniture - Desks, chairs, bookcases, filing cabinets, display cabinets, etc.
• Conference and Lobby Furniture – Tables, chairs, display cabinets, etc.
• Modular Systems Furniture – Office furniture that typically requires the assembly of partitions, desks, overhead bins, file cabinets, etc.
• Wall hangings – including artwork, photographs, whiteboards, corkboards, etc.

The contractor will be required to assemble/disassemble, takedown/set up furniture if needed for transport/moving.

Materials and Equipment
The County maintains various materials and equipment throughout its facilities. Items may vary from everyday common types to those specific to certain functions such as dietary kitchen and café, receiving warehouses, engineering shop, paint shop, linen warehouse, pharmacy, labs, misc. hospital supplies, etc.

Office Contents
The County employees will be responsible for boxing up their office contents to be moved by the contractor. It will be the responsibility of the contractor to move these boxes to their appropriate destination where County employees will unpack them.

2.4. Technological Equipment:
Technological equipment will include items such as computers, monitors, phones, printers, and scanners. The County ISD will disconnect and box the technology equipment. The contractor shall be responsible to move the technology equipment.

3. Communication and Authorization:
An appointed County of San Mateo representative will be the single contact point for the contractor, of which requests, direction, coordination, and authorization will be communicated through. The contractor shall, at all times, provide a working lead person who shall be responsible to accept and execute such instructions as are conveyed by the County’s designated representative during the contract period. This person shall have the responsibility to coordinate the move with the other contractor employees. Instructions conveyed verbally or in writing shall be binding upon the contractor.

4. Coordination and Authorization of Work:
The County will contact the contractor to set up and coordinate the moving services before the service is required. The contractor shall conduct a walkthrough with the County’s designated representative, before the actual move, to determine the number of personnel, tools, and equipment required to accomplish an efficient and professional move within the specified completion time. The contractor shall then submit the proposal for the work for County’s acceptance and approval. Upon acceptance of the proposal, the County will issue a "Notice to Proceed” authorizing the contractor to proceed with the move. No work shall begin without the issuance of the “Notice to Proceed” authorization.