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HomeMy WebLinkAboutRESPONSE - RFP - 8230 MOVING SUPPORT SERVICES4950 South College Ave | Fort Collins, CO 80525 | 970.223.5959 | www.officescapes.com 02.26.16 Move Support Services for the City of Fort Collins-RFP 8230 We appreciate the opportunity to submit the following proposal for the City of Fort Collins Moving Support Services RFP. We are confident that our proposal addresses all of your needs and concerns, specifically- – Readily available industry-leading, professional staff of furniture MAC (moves/adds/changes) crew including full-service installation, project management and design services; – Proven effective methods, equipment, & processes to respond to your varying needs; – Familiarity with your team members, facilities, and various furniture systems; – Accountability to avoid problems when possible, and promptly resolve them when needed. Our goal is to exceed your expectations while providing you with the best service available. If any of your concerns have not been addressed in this proposal, please let us know. Through our 30 years experience with office moving, we have had the opportunity to help hundreds of organizations, including yours, accomplish their critical relocations worry-free and within budget. We look forward to earning the opportunity to continue serving your needs over the term of this contract. After reviewing this proposal, we are certain that you will conclude that OfficeScapes will continue to provide the best solution for your ongoing move service needs throughout the course of this project and others, from planning through successful completion. Tiffany Raulston Sharie Grant Doug Horst Senior Account Manager President, Northern Division Operations/Project Manager 4950 S College Ave, Ste. A 4950 S. College Ave, Ste. A 4950 S. College Ave, Ste. A Fort Collins, CO 80525 Fort Collins, CO 80525 Fort Collins, CO 80525 977.369.3060, X:2223 877.369.3060, X:2228 877.369.3060, X:2224 traulston@officescapes.com sgrant@officescapes.com dhorst@officescapes.com , contents PROJECT SUMMARY TEAM PROFILE company overview project experience organization chart project team COSTS PROJECT SUMMARY Project summary The initial project for the City of Fort Collins is to include moving furniture, boxes & equipment out of 700 Wood Street to various on-site and off-site locations for a 5 phase renovation project. We will be responsible for providing packing supplies & instructions to the employees, and moving the furniture, boxes & equipment to various locations as you determine. After each phase of construction is complete we will move all furniture, boxes & equipment back into the building, including professionally installing various makes and models of systems furniture throughout this facility and others. This includes re-installing some stations / offices in their original configuration, and some in new configurations which may require pulling additional inventory from storage. We understand that responsiveness is key for the City and, as you have experienced, we can meet the turn around times specified in the RFP request. Additionally, we will proactively work with you to anticipate needs, while also being able to be on-site quickly to respond to unforeseen needs. As demonstrated in the past, we will work with you to recommend cost-effective ways to minimize the equipment, labor, and supply costs needed to achieve your project goals & objectives. This includes providing industry-leading insurance coverages, and methods to protect your furniture, equipment, contents and building from damage. TEAM PROFILE company overview about OfficeScapes your budget— our value your vision—our inspiration  Choices that fit your budget  Quality and durability for best in class warranty performance  Negotiating power with manufacturers & suppliers  One-stop shopping for interior solutions  More resources to keep all the balls in the air  Experience orchestrating large, complex projects and multiple suppliers  Detailed process and implementation schedules ensure your dates are met!  Innovative ideas based on Steelcase’s extensive workplace research  Breadth of line from simple and economical to elegant and luxurious  Specification support to bring your vision to life!  Colorado’s market leader since 1998  A top 3% Steelcase dealer  Longest standing ownership team  Recognized as a Steelcase Platinum Partner in 2013, 2014 & 2015, and Winner of Steelcase’s Exemplary Performance Award  Broad range of furniture services  More than 9 out of 10 of our customers would recommend us. fast facts Steelcase Fast Facts your deadline— our agility • OfficeScapes, in business since 1951, has been ranked the number one furniture company in Colorado since 1998 by the Denver Business Journal with most recent annual sales of $184 million. • One of the top Steelcase Dealers in the country and recognized as a Steelcase Platinum Partner in 2013, 2014, and 2015, a distinction achieved by only 25 of Steelcase’s 650+ dealers. • Consistency and stability from the longest-standing ownership team in the Denver Market. Current ownership dates back to 1992. • OfficeScapes provides superior project specification, through installation, on time with the lowest error rate in the industry. Although many companies can provide a crew to perform an installation or move request, only OfficeScapes has the expertise that only comes from experience….managing over 4,000 work orders per year, representing over 15,000 man hours annually.. • OfficeScapes offers customers a broad range of furniture solutions and services with geographic service coverage across the Front Range, with operations in Denver, Fort Collins, and Colorado Springs. OfficeScapes is unique in its ability to provide not only a complete range of furniture services but also related interior Although many companies can provide move management services, OfficeScapes has the expertise that only comes from 20 years of experience in the MAC (Move/Add/Change) arena…..managing over 4,000 work orders per year, representing over 15,000 man hours annually. We have MAC contracts with many major Colorado corporations, including Qwest/CenturyLink, Hewlett Packard, CBRE (@ Keysight & Agilent) and United Health Group. To date, since our entry into contractual MAC agreements 20 years ago, we have managed and performed these services for more than 40,000 work orders. Evidence of our success in this arena is best noted by the fact that over the years, our customers have chosen to renew their contracts with our company. Our relationship with Qwest alone spanned 12 years, and three contract renewals. OfficeScapes believes in the benefits of a single point of accountability who we engage early in the project process. We employ Project Managers & Installation Supervisors who act as the quarterback for our internal team, taking accountability for the successful implementation of our customers projects noted above. They are actively involved in the development of the scope of the project, budgeting, order review, schedule preparation, field management and punch completion. They are proficient in the use of industry standard tools such as MS Projects, PlanGrid and proprietary software that assist in these activities. Through education, training, experience, and quality control initiatives, our team has successfully completed thousands of minor and hundreds of major projects. Our key processes ensure high quality consistent performance on every project from every team, every time. In the past 12 months alone, our design team has completed over 1,500 projects, totaling more than 11,500 workstations. These projects entail both furniture related to new product orders and the reconfiguration of our customer’s existing workstations. In addition to design services for our MAC customers noted above, our design team executes the reconfiguration of existing product for clients such Agilent/Keysight Technologies, Avago Technologies, Hewlett Packard, COFC, Town of Windsor, Larimer County, Platte River Power Authority, Cornerstone Mortgage and USDA. . This is just a small list of the customers that have benefited from our unsurpassed ability to manage the large amount of details related to the inventory, specification, design and reconfiguration, of our customers existing product. OfficeScapes offers a full scope of services for facilities disposition, whether it involves facility consolidation, rightsizing, or reorganization. Property is the second highest business cost (after employee salaries) for 95% of companies. If you are looking for ways to reduce real estate costs through reallocation, compression, or disposition, we can help analyze needs and provide cost effective solutions to maximize your current space or efficiently relocate to a new space. Our portfolio of services helps you manage all the assets of your work environment: • furniture liquidation • floor covering and floor systems removal, carpet patching, stone and grout restoration, wood flooring repair • commercial cleaning and maintenance • move management services OfficeScapes has been helping customers successfully manage their day-to-day MAC (Moves, Adds, and Changes) as well as their large and small ‘out of market’ projects for over 20 years. OfficeScapes is a one-stop solution for all areas of furniture services including Project Management, Installation, Reconfiguration, Moves, Warehousing and Interstate Transportation. We are well known for being effective in providing these services throughout Colorado and have also proven to be an especially effective and valuable resource for companies with multiple locations that require these services across North America. Our process-oriented approach has enabled us to successfully provide more than $10 million in Move, Add, and Change services annually to clients such as Qwest/CenturyLink, Hewlett-Packard, PeopleSoft, and Kaiser Permanente. A sampling of our major customers is shown below: OfficeScapes has the ability to handle day to day requests and projects of any size. Our effectiveness is documented through our market leadership since 1998, our Steelcase Platinum Partner recognition, and our outstanding customer service ratings, with a Net Promoter Score that rivals Nordstrom and Apple. OfficeScapes’ move management services help our clients achieve the smoothest, most stress-free transition for their companies in a cost-effective manner. Standard move management services we provide include: • Customized services based on your needs and identified through a discovery process • Comprehensive move schedules for all parties involved: your employees, truck schedules, installation and contractors (electricians, cabling, moving companies) • Pre-move walk through and orientations with your contractors • Manage facility-related requirements: dock and elevator reservations, staging areas, truck schedule and trash removal • Communicate process for employee packing and tagging • Inventory your existing product and compare with the desired plan in order to identify furniture that can be reused as well as that which will need to be disposed of • Review planned furniture and systems layout • Integrate your existing furniture and new furniture • Supervise on-site and coordinate throughout move process • Online tools to facilitate the process • Ongoing measurement of effectiveness and cost-reduction suggestions We provide moving services from the most basic box move to the most complex move of Data Centers. Simple moves within an existing suite are handled with the same attention to detail as those that require movement between facilities. • Customers are contacted to ensure that scope is clearly defined • Schedule/timing is determined • Box/supply needs are determined and delivered • Origin workstations are cleaned after the move • Destination workstations are pre-provisioned prior to the move We also have appropriate carts, blankets, elevator protection materials, floor protection materials, etc. necessary for efficient and damage free moving. Project goals are determined through collaboration with the customer. These goals are then documented, and distributed to ensure consensus. • Priorities are set based on the goals of the project. Key metrics for each phase of a project are established, tracked and analyzed at conclusion. • Roles and responsibilities are clear cut and are assigned based on the needs of the project. Clear accountability is a focus on every project. move management process • An implementation timeline is established at the beginning of every project in order to communicate key milestones. This timeline is updated any time a change is made in the schedule. • Project costs are tracked electronically to ensure that project budgets are met. • Status meetings are held throughout the project to ensure to ensure that all key milestones are met. Our comprehensive move services range from inner-departmental moves, through Interstate moves. • Our fleets of trucks accommodate the smallest move to the largest shipment and include small vans, cube vans, and 25’ trucks. CDL certified drivers are used whenever necessary. The size of our fleet allows us to accommodate the schedule needs of the project. • We are never without a truck, regardless of timeframe needed and have been able to accommodate our clients’ transportation needs on a moment’s notice. • Yes, we understand that sometimes work needs to be changed with limited notice, and we accommodate accordingly. The following procedures are part of all Move projects: Work with department heads to develop the move plan 1. Development of a comprehensive move schedule 2. Coordination with voice/data/cabling contractors 3. Define the coding, labeling system to ensure correct placement of cartons and ancillary furniture in new location 4. Define the protection and packing requirements for all boxes and equipment. 5. Understand and communicate the plan for relocation of leased items such as copiers, fax’s, postage machines, and vending machines. Coordinate the relocation of these items where appropriate. 6. Conduct department move meetings to communicate packing and labeling requirements and move schedules. 7. Conduct pre-move walk through and orientations with contractors. 8. Perform site inspection of building condition pre and post move phases. Ensure that procedures are in place and implemented to protect the facility from damage before and during the relocation. 9. Monitor moves 10. Inspection and sign off Tracking of Interstate shipments is done via the web to ensure that 24/7 access to information. Our skilled designers can assist you in space planning, furniture specification, finish or fabric selection, and pricing proposals. OfficeScapes has 13 degreed Design/CAD/Furniture Specialists on staff, making us the largest provider of these services in Colorado. This group of designers has expertise with all major systems manufacturer’s product lines, and they are expert CAD technicians, proficient in AutoCAD and related specification and rendering programs. Services provided include: Programming Reviewing project parameters and goals Project planning/scheduling Determining individual and departmental furniture, equipment and spatial requirements Test Fits Phasing plans and/or swing space planning Schematic Design Creating block plans to establish preliminary spatial relationships, test fits Palette concepts to determine fabric and finish selections Design Development Develop workstation typicals Finalize furniture floor plan Finalize ancillary furniture selections Pre-Construction/Contract Documentation and Administration Generate product specifications and pricing Prepare installation package Prepare validation document Prepare specifications for order Field Verification design services OfficeScapes provides professionally certified and factory trained installers, experienced in takedown and installation of all major furniture systems. Crews are scheduled to minimize disruption to your business. We coordinate the efforts of our in-house installers with those of our preferred business partners, so that your installation team meets the established daily, weekly and project goals. Subcontractors are used to augment our team and to meet the needs of your project, but they must conform to our rigid standards of performance and are always supervised by our own installation supervisors. Because of our scale and leadership position in the market, we command preferred strategic relationships with a group of elite subcontractors that result in preferential priority and attention. These factors allow us to produce greater customer satisfaction and eliminate the risk in meeting deadlines. Although we firmly believe that excessive upfront planning is a key ingredient to a successful project, we have become experts at adapting to changes beyond our control in order to meet our customer expectations: increase the crew size, establish multiple crews working on multiple floors…Whatever it takes…every time! Just a quick note to let you know how wonderful the team of installers building our new cubicles are. They have been working in and around my area since last Friday and they have all done a fantastic job. I am sure it is not easy to do such work when you have other people to work around. In my opinion they have been extremely efficient, they come in, get the job done with as little interruption to those of us trying to work as possible. They have been very accommodating and courteous. Please pass on to them how much their efforts have been appreciated. Christine Day, Larimer County “ “ delivery and installation OfficeScapes has a Services and Move/Add/Change methodology that uniquely qualifies us to manage large projects. Some of the unique attributes of our methodology include: • Largest in-house staff of Industry Trained Move Managers/Project Managers • In-depth understanding of how to modify our internal processes to accommodate the specific needs of our clients • Unique use of technology to streamline process and enhance communication. For example, we have streamlined and perfected the Punch Process through the use of technology, enabling us to eliminate the old red-lined method of Punch Tracking in favor of an iPad/App developed specifically for tracking of Punch Issues. This app: • Provides 24/7 access to all project documentation (drawings, validation documents, installation worksheets, project calendars, ADR’s) on a site visit with only an iPad • Allows sharing of documentation (marked up drawings, photos, reports) and communication of issues to all team members and/or clients, eliminating confusion and misunderstanding, all in a matter of minutes • Creates punch lists with photos, locations, and notes in the field without the need for manual documentation after the fact • Works online or offline since all documents are synchronized and maintained in the cloud • Creates customized reports that can be shared with customers and updated as issues are resolved • Improves internal processes and communication while enhancing the customer experience at the same time • Examples of how this app works are shown on the following pages. OfficeScapes Unique Capabilities 3.3.2 specifications project experience Company Name Avago Building Headquarters consists of 3 buildings Period of Performance 2006-Current Reference Contact Dianne Ewing Avago Technologies 970-288-5778 Dianne.ewing@avagotech.com; Project summary 2015 Move support & installation/reconfiguration of over 100 stations at the Fort Collins site Company Name Agilent/Keysight Technologies Building Multiple Locations Period of Performance 2001-Current Reference Contact Paul Alonzo | Site Supervisor CBRE | Global Workplace Solutions 970-679-3480 paul.alonzo@non.keysight.com Project summary 2015 Move support & installation/reconfiguration of over 100 stations between the Loveland & Boulder facilities Company Name Larimer County Building Multiple Locations Period of Performance 1997-Current Reference Contact Connie Gunter Senior Facility Planner Larimer County Facilities 970-498-5909 CGunter@larimer.org Project summary 2015 Re-carpeting support of 3 floors of systems furniture work stations and private offices at 1501 Blue Spruce organization chart project team project team Our experience with a variety of projects and installations makes us uniquely qualified to assist our clients in developing and implementing creative solutions that are cost effective at initial installation and throughout the moves/adds/changes that occur within the ownership lifecycle. We pride ourselves in providing meaningful value and solid execution. Tiffany Raulston Senior Account Manager, OfficeScapes 970.223.5959, X:2223 traulston@officescapes.com - . - . Tiffany will be your main point of contact and is readily available. She specializes in business development and management of customer relationships including project and daily business. She has worked with the City of Fort Collins for the past six years and has a wealth of knowledge regarding the buildings and products the City currently has in place. Tiffany also brings experience from working with other clients such as: Colorado State University, Platte River Power Authority, Town of Windsor, Banner Health, Avago, and University of Northern Colorado. Her responsive approach and attention to customer requirements assures successful project implementation. Sharie Grant President - Northern Division, OfficeScapes 970.223.5959, X:2228 sgrant@officescapes.com . . Sharie is President of our Fort Collins office. She joined the company in 1983 as an Interior Design Professional and was named Vice President in 1996. Sharie attained NCIDQ (National Council for Interior Design Qualification) in 1990 and is a professional member and past chapter president of IFMA (International Facility Management Association). Sharie provides management leadership to accomplish Dealer World Class Performance initiatives. She has managed many major projects and maintains long-standing customer relationships by providing excellent service, proactive strategies and solid solutions for diverse customer needs. Her role on the team is to provide oversight, assure project team performance and attend to any quality escalation issues that require resolution. Doug Horst Operations Manager/Project Manager 970.223.5959, X: 2224 dhorst@officescapes.com Doug is OfficeScapes’ Northern Division Operations Manager, and he will personally serve as your project manager for the Wood Street project. He started working with the company in 1989, and is the current chapter president of IFMA. He will coordinate on-site activities between our crew, customer representatives, & other contractors, including pre-mobilization site visits to confirm scope & providing pricing, attending customer meetings & walk throughs, and tracking punch items to completion. Doug has over fifteen years of experience managing diverse project requirements resulting in successful completion. His extensive experience and knowledge of available resources provides peace of mind that unforeseen challenges that can occur in the implementation process will be handled professionally. MAC move & installation team I would like to take this opportunity to Thank You for hiring an incredible team of installers! Rick, Jacob, Paul, Lorenzo and AJ continue to present their highest level of Quality Professionalism here at Woodward. In my opinion, each and every one of them are extremely respectful, conscientious and very personable! I wanted you to know that I am truly honored to work side by side with them. Lori Armstrong, Woodward OfficeScapes is recognized for providing award-winning service. Local service during and after the move / installation is essential to insure you receive responsive attention and quick resolution. Our Fort Collins staff includes 10 team members with over 60 years of combined experience, and we are located within 10 miles of all City of Ft. Collins facilities. Additionally, we can partner with our Denver office to increase staffing & other resources for large projects. Larry Lipe Operations Scheduling Supervisor 970.223.5959, X: 2212 llipe@officescapes.com Larry joined the OfficeScapes Northern Division team in 2007. His role is to confirm your scheduling needs to assure we have the crew and equipment scheduled each day of the project to accomplish your scope of work in a cost-effective manner. This includes daily interaction with our Project Manager and/or Installation Supervisor in order to make needed adjustments to assure the job stays on schedule and within budget. Johanna Washkevich Sales Administrator, OfficeScapes 970.223.5959, X:2234 jwashkevich@officescapes.com As sales administrator, Johanna handles all the details of your order. She maintains close relationships with our vendors to ensure correct items are manufactured and shipped properly to the right location and on time. She applies her many years of dealership experience in quotation processing, order entry, order tracking, warranty/service requests and status reports. Her responsive approach and attention to customer requirements assures outstanding project support. Allyson Duncan Interior Designer, OfficeScapes eScapes 877.369.3060, X:2230 aduncan@officescapes.com , . As team designer, Allyson is readily available for your project. She has an Interior Design Degree and a Minor in Architecture from Texas Tech University. She has implemented design, space planning, move management and ergonomic evaluations for diverse customer groups. Her success on projects comes from her attention to detail and assuring projects are completed on time and within budget while simultaneously facilitating all other customer requirements. Allyson’s extensive AutoCAD and design rendering experience provides critical visual communication to support the planning and specification process. Marie Cooksey 877.369.3060, X:2229 mcooksey@officescapes.com Marie has a BS Degree in Interior Design from Colorado State University, a FIDER (Foundation for Interior Design Education and Research) accredited college. She has been responsible for many 100+ workstations projects and multi- phase moves for various corporate and fortune 500 companies. Her background consists of move management, programming and space planning. She has directed, coordinated and supervised design teams and other contractors along with overseeing furniture installations from various manufacturers. She is well versed in designing layouts, technical specifications and required communication to support successful implementation. Interior Designer, OfficeScapes COST cost proposal Regular Time Hourly Rate Overtime Hourly Rate Unit Cost Unit Measure MAC Project Manager $ 45.00 $ 54.00 MAC Installation / Move Supervisor $ 37.50 $ 45.00 MAC Installation / Move Technician $ 35.00 $ 42.00 MAC Planner / Designer $ 50.00 $ 75.00 Move Cart Purchase $ 357.00 Per Cart Move Cart Weekly Rental $ 10.00 Per Cart 1.5 Cubic Foot Auto-Lock Reusable/Tapeless Box $ 188.00 Per 100 Boxes 1.5 Cubic Foot Standard Box (Requires Tape) $ 80.00 Per 100 Boxes Case of (36) Rolls of 2” x 55 Yd Clear Tape $ 40.50 Per Case of 36 2.75 Cubic Foot Plastic Crates $ 56.25 Per Crate Dollies for 2.75 Cubic Foot Plastic Crates $ 72.50 Per Dolly Roll of 500 Color-Coded Move Labels $ 18.75 Per Roll 16’ Semi Trailer Ramp Weekly Rental $ 200.00 Per Ramp Set of Load Bars & Plywood Decking Weekly Rental $ 200.00 Per Set Anti-static 12” x 24” Zip-Lock Keyboard Bag $ 170.50 Per Case of 200 24 x 18 Foam Monitor Sleeve $ 2.10 Per Sleeve Stretchwrap $ 31.40 Per Roll **Additional Supplies and Services available, as needed** services through our family of companies (flooring and floor coverings, voice/data, audiovisual, and security products, and interior construction services). Our comprehensive product and service portfolio, risk-reducing business processes, and extensive industry experience result in unmatched expertise in the choreography of furniture and construction. • Our marketplace leadership means that we have more resources at our fingertips to satisfy client needs, and our negotiating power with our suppliers enables us to provide excellent pricing to our clients. OfficeScapes represents more than 250 quality manufacturers and offers an extensive range of services: Space Planning Installation and Reconfiguration Technical Specifications Liquidation Procurement - New and Used Asset Management Rental Storage Leasing Project Management Refurbishment, Reupholstery and Repair • The only measure that REALLY matters: What our customers say – 9.5 out of 10 would recommend us!