PUR1308/14

Request for Proposal

Request for Proposals

PUR1409/12

----------------------------------------------------------------------------------Provision of Porterage, Storage and Removal services----------------------------------------------------------------------------------------

PUR1409/12

1.0 INTRODUCTIONThe European Bank for Reconstruction and Development (the "EBRD") is an international financial institution. The EBRD was established by treaty in 1990 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics. The EBRD has 66 members (64 countries, the European Community and the European Investment Bank). Further information about the EBRD's roles and activities can be found on the EBRD's website: www.ebrd.com.

1.1 Definitions:

The terms ‘EBRD’ and ‘The Bank’ shall mean the European Bank for Reconstruction and Development.

The term ‘Contractor(s)’ shall mean a party that submits a proposal in accordance with this RFP.

The term “Tender” shall mean the process by which the Bank evaluates and selects a Contractor to provide the Services described herein.

The term ‘RFP’ shall mean Request for Proposal. The term ‘Proposal’ shall mean a combination of the documents defined

in section 4.4 of this RFP. Specifically the Technical Proposal and the completed Quotation File.

2.0 PROJECT BACKGROUND

2.1 Background and ObjectivesThe EBRD is tendering its contract for removal, storage, installation and porterage services of furniture and other equipment.

A standard services contract will be awarded. The contract award would be for five years with the possibility of extending it for three further one year periods

From February 2015 the Bank will need additional removals, storage and porterage services for a Re-stack project of all of its floors. The majority of the furniture in the building will need to be stored for a short period of time and re-installed.

Approximately 1500 staff will move from their original positions to swing space and then to their final positions, requiring 3000 moves. In addition approximately 8000+ pieces of furniture, 6000 crates and 2000+ pieces of IT equipment need to be moved.

Contractors will be asked to quote separately for the re-stack as well as BAU (business as usual) projects, storage and the transferring of current stored from their existing location, Belvedere in Kent to the successful bidder’s premises. We will also require a breakdown of your cost, to include but not limited to, resource used and charge rates for vehicles, labour and misc cost such as hire of crates, labels etc. .

Detailed requirements are outlined in Annex B the Scope of Works.

3.0 EBRD CONTACT DETAILS

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Your sole contact for the purposes of the RFP is:

Amanda Forrester – Procurement ManagerCorporate Procurement UnitEBRDOne Exchange SquareLondonEC2A 2JNEmail: forresta@ebrd.com

4.0 DESCRIPTION OF THIS RFP

4.1 OverviewContractors wishing to participate in this Tender will be required to make a submission (the ‘Submission’) comprising of the following documents in accordance with the timetable outlined in section 4.2:

a technical proposal (the ‘Technical Proposal’) consisting of the Minimum Requirements Checklist (the ‘Checklist’) and a technical response (the ‘Technical Response’)

a completed quotation file (the ‘Quotation File)’

4.2 Timetable

Date or Target Date Activity

27/11/14 Issue Request For Proposal (RFP)27/11/14 Contractors intention to bid28/11/14 Deadline for Contractor’s requests for clarification3/12/14 EBRD response to requests for clarification8/12/14 Deadline to submit proposals8/12/14 – 22/12/14 Evaluation of proposals. Contractors passing the Minimum Requirements

and Technical proposal will be shortlisted. A site and IT tool evaluation will be carried out for shortlisted Contractors and financial quotations will be reviewed at this stage.

January 2015 Contract negotiations and contract signature1 February 2015 Service commencement

The EBRD reserves the right to amend or change these dates at any time.

4.3 ClarificationsThe process for reception and resolution of queries shall be as follows:

Contractors will send queries on an excel spreadsheet by e-mail to the following address: forresta@ebrd.com;

there will be one round of queries; the deadline for queries is shown in the timetable set out in section 4.2 of this RFP; the EBRD will circulate the responses to all queries to all participating Contractors in

accordance with the timetable set out in section 4.2 of this RFP; and the clarification document will make no reference to which Contractor made any

particular query.

4.4 Technical Proposal

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4.4.1 Minimum RequirementsContractors wishing to participate in this Tender are required to complete the Checklist provided as Annex A to this RFP. Only those Contractors capable of answering “yes” to all of the questions are eligible to participate. Contractors that answer “no” to any question or that provide an incomplete answer will not be eligible for participation in this Tender.

4.4.2 Technical ResponseThe Technical Response shall be comprised of a written response to the questions contained in Annex C – Technical Response Guidelines.

4.4.3 Additional InformationContractors shall provide a statement giving a brief history of their company, how it is organised, and how its available products and resources will be used to meet EBRD's requirements. The Contractor shall submit the following information.

The Contractor’s official name and address. The Contractor shall also indicate what type of entity it is — for example, a corporation or a partnership.

The name, address and telephone number of the person to receive correspondence, and who is authorised to make decisions or represent the Contractor. Please state his or her capacity within the company.

The total number of years the Contractor has been in business and, if applicable, the number of years under the present business name.

The number of years that the Contractor has been providing Porterage, Storage and Removal services including office moves.

The Contractor shall provide a complete set of audited financial statements for the past three years. The statement shall include segmented reports for the Porterage, Removal and Storage Business Unit if part of a larger organisation. All financial statements should be prepared to generally accepted accounting principles.

The Contractor shall provide details of two customers for reference. References should be for customers with requirements similar to those of EBRD. References should include information about the contract (specific products in use, date of contract execution, "go live" date, support and maintenance and any services provided), as well as contact information for the client's project manager or other senior staff members familiar with the project.

4.4.4 Technical Proposal SubmissionResponses shall be submitted:

on a CD or a USB drive and in an original hard copy by courier in a sealed envelope clearly identified as “PUR1409/12 – Porterage, Storage and Removal services;

in an envelope clearly bearing the Contractors’ name; and in accordance with the timetable set out in section 4.2 of this RFP.

4.5 Site visit/ IT inventory tool demonstrationIn addition to the Technical Response, the Bank would like to carry out site visits to the shortlis-ted Contractor/s to review their storage facilities and IT inventory tool.

4.6 Quotation FileAll Contractors are required to complete the applicable quotation file (the ‘Quotation file’) attached as Annex D of this RFP. There are four spreadsheets to be completed, restack project, standard BAU project 1,2 &3, Storage and Transfer of products (currently stored) if successful and a final spreadsheet to detail your Labour, Transport and misc rates which will be used for the duration of the contract. Prices are to be quoted in GBP net of VAT and will be fixed for 5

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years. All of the cells in the Excel spreadsheet shaded in yellow must be completed by Contractors. Contractors are to detail any assumptions they are making.

4.6.1 Quotation File SubmissionThe Quotation File must be submitted:

on a CD or a USB drive and in an original hard copy by courier in a sealed envelope clearly identified as “PUR1409/12 – Porterage, Storage and Removal services - Quotation File”;

in an envelope clearly bearing the Contractors’ name; and will be opened in accordance with the timetable set out in section 4.2 of this RFP.

4.6.2 Quotation File Validity Quotes submitted shall be valid for ninety (90) days following date of receipt.

5.0 EVALUATION METHODOLOGY

5.1 Technical EvaluationTechnical Proposals will be evaluated by a nominated Tender Evaluation Panel (TEP) of Bank staff selected from operational departments who are directly involved with the services to be provided.

The TEP will assign a score to each element of the Contractors’ Technical Responses. Where a Contractor fails to provide a complete answer to any of the questions provided in Annex C, they shall automatically receive a score of 0.

Contractors’ Technical Responses shall consist of answers to each of the numbered paragraphs in Annex C. The Bank has set a minimum threshold for passing the technical evaluation.

A Contractor will be deemed to have passed this threshold on meeting all of the following conditions:

meets all of the minimum requirements; and the highest scoring top three suppliers will go through to the next stage of the

process .

Only those Contractors whose Technical Proposal passes the minimum threshold as stated above will have their Quotation Files opened and evaluated.

5.2 Financial Evaluation Following the review of the Technical Proposals, the Quotation Files of those Contractors who have passed the technical qualification threshold will be opened.

The Bank will calculate a total bid price (the “Total Bid Price”) for each Contractor based on the costing provided to the “TEP”.

5.3 Financial ErrorsMathematical errors detected by the Bank in the submitted Quotation Files will be corrected in the following manner:

if there are errors in the mathematical extension of unit price items, the unit prices prevail and the mathematical extension is adjusted accordingly; and

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if there are errors in the addition of lump sum prices or unit price extensions, the bid is not rejected but the total is corrected and the correct amount reflected in the total bid price.

5.4 Preferred ContractorContractors at shortlisted stage proposing the lowest Total Bid Price will be nominated as the preferred Contractor (the “Preferred Contractor”).

5.5 Checking of ReferencesThe Bank may contact the two references provided by the Preferred Contractor. The Bank reserves the right to speak to any company which has dealt with the Preferred Contractor, whether provided as a reference or not, without prior notification to the Contractor.

In the event that the Preferred Contractor’s references prove unsatisfactory, the Bank will consider the next highest scoring Contractor to be the Preferred Contractor and will repeat the procedure described above.

5.6 NegotiationsUpon satisfactory conclusion of the reference checking, the Bank will move to negotiate a contract with the Preferred Contractor. In the event that a satisfactory conclusion to the contract negotiations cannot be agreed the Bank may consider the next highest scoring Contractor to be the Preferred Contractor and will commence the procedure described above.

5.7 Right to RejectThe Bank reserves the right to accept or reject any RFP response, or part thereof, and to annul the RFP process and reject all RFP responses at any time prior to award of contract without incurring any liability to the affected parties.

6.0 CONTRACT

6.1 Status of the EBRDThe EBRD is an international organisation established by international treaty. As such, the EBRD possesses a special status under public international law which has been confirmed under English law through statute (Statutory Instrument 1991, No. 757, The European Bank for Reconstruction and Development (Immunities and Privileges) Order 1991), available at:

http://www.legislation.gov.uk/uksi/1991/757/contents/made.

Please also refer to the aforementioned establishment treaty of the Bank ("articles of incorporation") which lays out the immunities as found in Chapter VIII. These can be found at:

http://www.ebrd.com/pages/research/publications/institutional/basicdocs.shtml

The special status of the EBRD requires it to seek specific provisions relating to such status in all contracts with external Contractors and service providers. EBRD is unable to agree to terms that expressly contradict its special status and internal policies as an international organisation.

6.2 Contract NegotiationIn respect of any services, the Bank’s standard contract for services shall form the basis of any contract that may ensue, as attached in Annex F. EBRD reserves the right to subject each Proposal to final negotiations.

7.0 GENERAL TERMS AND CONDITIONS OF THIS RFP

7.1 Amendment

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EBRD reserves the right to negotiate any or all terms and conditions, and to cancel, amend or resubmit this RFP in part or entirely at any time. None of the terms and conditions of this RFP can be revoked or amended in any way by Contractors without the prior written agreement of EBRD.

7.2 Contractor CostsEBRD is not responsible for any Contractor costs associated with this RFP, Contractor responses or any contract discussions or negotiations. Nor is EBRD responsible for any indirectly related costs. No statement by EBRD should be viewed as a request by EBRD or justification for Contractors to increase or change inventory, staff, facilities, business relationships with its Contractors, or internal business processes. All actions by Contractors in response to this RFP or subsequent discussions or negotiations should be taken with the clear understanding that neither this RFP nor subsequent actions or omissions by EBRD obligate or commit EBRD to pay or reimburse Contractors for any costs or expenses they incur. This RFP is not an offer to enter into a contract.

7.3 Professional CompetenceContractors shall absolutely rely on their own professional competence in evaluating and verifying the information contained in this RFP. Contractors must take every opportunity to inspect and verify the information contained or referred to in this document or subsequent to it, subject to the confidentiality restrictions as detailed in section 7.6 of this RFP.

7.4 Intellectual Property The information contained in this RFP will remain EBRD’s intellectual property. Contractors are granted a limited, revocable license to use the same for the purpose of responding to the RFP. By submitting a response to the RFP Contractors grant EBRD a royalty free, irrevocable license to use the intellectual property in the proposal for its internal business purposes in relation to the procurement of the services required.

7.5 Sole ResponseSubmission of a response as part of this process shall be deemed to be the Contractors’ only offer(s).

7.6 ConfidentialityContractors shall treat the RFP and EBRD's process of evaluating Contractors as strictly private and confidential. The contents of this RFP, including specification, designs, drawings or other related documents shall be considered confidential and shall not be disclosed by the Contractor, the Contractor’s servants or agents to any persons, firm or corporation without the prior written consent of EBRD. Any such specifications, designs, drawings or other documents shall remain the property of EBRD and shall be returnable to EBRD within five (5) days of the Contractor receiving either, notification that it has been unsuccessful, or on written request from EBRD.

7.7 EBRD Logo ProtectionPlease be advised that EBRD logo is a registered service mark and as such should not be reproduced without the express written permission of the Bank.

7.8 GeneralIncomplete or inadequate responses, lack of response to an item or items, or misrepresentation in responding to this documentation may result in rejection of a Contractor’s Proposal.

After receipt of the RFP and until the award of any contract, neither information relating to the examination, clarification, evaluation and comparison of the submissions nor recommendations concerning the award of a contract shall be disclosed to the Contractor, or to any other outside parties, until the RFP process has been concluded and a contract awarded.

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Any effort by a Contractor to influence EBRD in the process of examination, evaluation and comparison of the RFP, or in decisions regarding the award of a contract, shall result in the rejection of the Contractor’s Proposal.

Ownership of documentation or other information submitted in the RFP will become the property of EBRD unless otherwise requested at the time of submission. Any materials submitted in response to the RFP, which are considered to be confidential, should be clearly marked as such by the Contractor.

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Annex A- Minimum Requirements Checklist

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Annex B – Scope of Works and Specification

Background

The European Bank for Reconstruction and Development (also known as the EBRD or the ‘Bank’) is looking for an experienced offsite Storage Service Provider (also known as the ‘Contractor’) to manage and maintain the Bank’s supply of excess furniture and other items.

The successful Contractor will be responsible for the commissioning / decommissioning of furniture, packaging, transportation and storage of agreed items to and from the Bank’s premises.

The Bank currently has 18 x 22ft steel shipping containers, stored offsite, which it uses for the storage of items, such as, but not limited to, furniture (chairs, desk, meeting room tables etc), glass partitions, ceiling tiles, carpet tiles & general building materials etc. These items can be recalled at any time by the Bank as agreed within the SLAs. The may from time to time increase or decrease the number of containers and the price will reflect as appropriate. Additional “open plan” storage will also need to be priced for at a price per ft rate.

The successful Contractor will need to provide a robust on-line ordering, transportation, porterage and installation service including internal moves management.

The Contractor will need to provide project management, supervisors, fitters and portage to assist with ‘moves and changes’ requests to include decommission and re-commission of IT equipment as part of a move package and transportation services to/from store and to dispose of unwanted furniture.

Scope of Services – Storage and removal services

1.1. The Contractor will provide all aspects of a high quality service/s as defined within this scope to include;

Off-Site Storage facilities for furniture and non-furniture items, Insulation & decommissioning of furniture (including the

commissioning and decommissioning of associated IT Equipment such as PCs, Phones etc).

Moves & Changes services for various churn and relocation projects.

Connection of under floor Power and Data services to a desk

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1.2. The Bank’s “current” overall storage space requirement is based on the equivalent of approx. 18 x 22ft steel shipping containers. However this may increase or decrease at any time.

1.3. The Bank will also need an additional 20,000 sq ft per month during 2015 for a major re-stack project The Bank are undertaking.

1.4. The Contractor is required to make their Service available to the Bank, Monday to Friday between the hours of 08:00 to 18:00 and out of hours (24 hours, 7 days a week), upon request and within the agreed notice period.

1.4.1. Deliveries will normally be expected to have commenced by 08:00a.m and be completed by as requested, unless agreed or required to the contrary (i.e. out of hour’s requirement, including weekends and Bank Holidays).

1.5. The Bank has a requirement to store furniture and equipment (which will include but not limited to: - office furniture, glass partitions, artwork and building materials), from time to time for unspecified periods.

1.6. There will be occasions, when the Bank will require the Contractor to dispose of unwanted or damaged items in the most environmental way possible.

1.7. There will be a requirement for existing furniture and equipment to be transferred from the existing Contractor (if successful) in bulk at the start of the contract which will need to be included within your quotation.

2. Storage and Location Requirements

2.1. The Contractor shall provide secure storage in a location that allows retrievals to be delivered to the Bank’s Headquarters and likewise items may be removed from the Bank’s Headquarters to store within the agreed timeframes.

2.2. The Bank requires that no materials that are COSHH assessed as highly flammable or toxic is stored with the Bank’s furniture and equipment within the Off-Site Storage facility, unless agreed in advance with the Bank.

2.3. The Contractor will be required to provide assurances in writing that the storage of the Bank’s assets will be isolated from the storage of other stored materials. In doing so, the Bank’s assets will be protected from the risk of contamination or damage by the use of warehousing equipment, including the physical transfer or storage of materials not belonging to the Bank.

2.4. The Contractor shall allow the Bank’s Representative to have access to its furniture and equipment at the Contractors premises as and when required between the hours of 09:00 until 17:00 Monday to Friday.

2.5. The Contractor shall ensure the following environment conditions are in place and maintained at all their Premises:

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2.5.1. Effective smoke and fire detection and prevention systems are present throughout all Premises and a strict No Smoking Policy is in force.

2.5.2. Fire precautions and protection measures are in place.

2.5.3. Temperature and humidity parameters at all premises are consistent with no major fluctuations. This shall be ensured by provision of adequate building insulation and thermal ventilation and monitored through regular environmental controls.

2.5.4. The Premises are kept clean and free of all infestations (insects, rodents, mould and fungus);

2.5.5. Security is monitored 24 hours a day 365 days a year with access restricted to authorised personnel only;

2.5.6. All visitors to the Premises must be accompanied and that security systems are in place and maintained at the Premises.

3. Transportation and Handling

3.1. The Contractor shall operate its own on-demand delivery service to the Bank’s Headquarters. The Contractor shall not use a third party courier service or any other subcontractors to undertake the delivery, without the prior agreement of the Bank’s Representative.

3.2. The Contractor will be required to provide qualified, trained and competent labour to enable the storage, transportation, loading and unloading of physical Goods as required. All staff to be utilised must have adequate health and safety training to include as appropriate holding current forklift truck licenses, working at heights and manual handling training etc., in respect to their job tasks.

3.3. The Contractor shall ensure all their drivers or personnel who will be onsite supervising the project must carry their Company ID cards to enable them to get through Bank security and who will be responsible for the rest of the team.

3.4. While in transit, the Contractor shall ensure adequate precautions are taken to protect the Bank’s furniture and equipment from damage and risk of exposure to the elements.

3.5. Should any incident occur prior to or during a move or relocation that in the opinion of the Contractor is likely to delay completion for whatever reason the Contract Manager for the EBRD or his Representative must be alerted immediately.

4. Protection

4.1. The Contractor will be responsible for ensuring:-

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4.1.1. that all equipment has been protected prior to the removal;

4.1.2. all equipment is checked, logged for damage and reported to the EBRD Contract Manager prior to its removal and again once the items are returned. All furniture and equipment should be graded as follows and logged onto the Contractors inventory database: A-excellent (new), B-good (second–hand) C-average condition (second–hand) & UG –ungraded (Ready for disposal).

4.2. The provision of all protection to the buildings and equipment shall include at least the following standards:–

4.2.1. Main walkways to be covered with hardboard;4.2.2. Lift cars to be protected as appropriate;4.2.3. All pillars, leading corners, door faces and frames to be protected with

corrugated cardboard;4.2.4. All special equipment to be individually wrapped for its transportation:

Spreader plates to be used for excessively heavy items

5. Systems

5.1. The Contractor shall have a computerised system which the Bank’s Representative can access online using a secure password to keep track of the Bank’s furniture and equipment. The data to be recorded on the system shall be mutually agreed by the Bank’s Representative and the Contractor. The Contractor shall provide training to the Bank’s Personnel as required. The system shall have a proper back-up mechanism. In the event of system unavailability, contingency arrangements shall be in place.

5.2. Monthly accrete accounting ensuring that full Management Information and up

to date detailed Inventory is provided monthly with accurate invoicing including movement of all goods during the month and itemised breakdown of goods and costs disposed of during the month.

6. Additional Information

6.1. All instructions to the Contractor whilst on site will be from nominated staff of the EBRD only and such instructions will be via the agreed management structure of the Contractor. No employees of the Contractor should accept instructions from any other members of the EBRD staff and if in receipt of the same they should always refer to their foremen prior to acting on them.

6.2. The Contractor shall have a standard disposal or environmental procedure/method in place which is carried out in a timely manner for furniture and equipment no longer required by the bank:

6.3. Any monies received by the Contractor for scrapage of metal should be credited and separately identified on the contractors invoice.

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6.4. Barcode identification labels not to be placed in visual areas of furniture unless they are peelable or do not leave any residue once removed.

7.

8. Management and Supervision rules relating to manpower and resources

8.1. The Bank expects the Contractor to appoint a dedicated Relationship Manager to handle all enquiries, queries etc, throughout the duration of the Contract. A specified chain of command with named contact points shall be established.

8.1.1. The Contractor should nominate a member of the crew on site to be the First Aider (and be suitably trained).

8.1.2. The contractor is to provide ‘service’ fitters that are competent when dealing with the connection of under floor power to mains power track, pulling data boxes/cabling to a desk, understanding and following a connection schematic for the commissioning of an IT PC/phone setup.

8.1.3. The contractor is to provide ‘furniture’ fitters that have experience with building various product ranges listed in 12.1.

8.2. The Contractor must adhere to the following:-

8.2.1. Retain adequate supervision on site at all times a service provision is in progress.

8.2.2. Ensure that when tasks are undertaken those members of the EBRD who are not moving are able to continue their work with the minimum of disturbance.

8.2.3. Ensure that a member of the Contractor’s senior management is contactable at all times during any service provision or task delivery.

8.2.4. Confirmation that the Contractor’s workforce, working at the Bank has been known to the Contractor for a minimum of 3 months must be given. Sub-contract or casual labour is not permitted.

8.2.5. Ensure all the Contractors workforce must be in full uniform which clearly identifies them working for the Contractor.

8.2.6. If the Contractor’s workforce shall require access to the site, access shall be made available only at such times as shall be agreed by the Bank and subject to the Contractor providing work permits and RAMS (Risk Assessments and Method Statements) at least 48 hours in advance and that all the contractor’s workforce act in conformity with the Bank’s health and safety, dress, smoking, security, confidentiality and other regulations and policies applicable on site from time to time. The Contractor’s workforce shall not be entitled to have access to any parts of the premises which is not strictly necessary in connection with the provision of the Services.

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8.2.7. Ensure that so far as is practicable all persons employed by the Contractor are honest and efficient.

8.2.8. Ensure that all persons employed by the Contractor are polite, courteous and sober.

8.2.9. Immediately remove from site any employee who is guilty of negligence, dishonesty or misconduct.

8.2.10. Ensure that staff deemed to be under the influence of alcohol or illegal substances will be deemed to be unfit from work and will be required to be removed from site.

9. Invoicing Procedures

9.1. The Bank requires a hard copy invoice, with a breakdown of the number of request during the month and total number of containers used for storage.

9.2. The invoice shall be itemised as per pricing schedule which will need to be under two separate accounts, “Restack” and “BAU” and accompanied by an electronic activity report which will show as a minimum:

Collection / Delivery date Job Reference and Purchase Order number Number of request to storage Number of request recalled from storage Details of collection/delivery including description, user etc

10. Transfer of Furniture and Equipment from Incumbent Contractor and Effects of Termination

10.1.The Contractor shall work closely with the Bank and assist in the transferring of furniture and equipment from the Incumbent Contractor’s Off-Site Storage facility to their own (in the event the current provider is unsuccessful in their bid)

10.1.1. The Contractor and the Bank shall agree on a plan to reduce the impact of this cost to the Bank.

10.1.2. The Contractor acknowledges and agrees that it is of the utmost importance to the Bank that on any notice of termination or expiry of the Contract, for whatever reason, the Services will continue without interruption so that the Bank can operate its business effectively and efficiently. The Contractor accordingly hereby undertakes to take whatever steps are reasonably necessary and provide such assistance to the Bank to ensure the continued operation of the Services and the orderly transfer of those Services to the Bank (or to another service Contractor) with the minimum disruption to the Bank's business, unless the Bank otherwise directs.

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10.2.Provide your anticipated costs (within ANNEX D, Financial Proposal) for the collection and transfer of furniture and equipment from the bank’s existing service provider to storage,

11. Scope of Service - Moves and changes service/Restack project

The Headquarters of the European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) is situated at One Exchange Square, London EC2A 2JN. The HQ building forms part of the Broadgate Development adjacent to Liverpool Street Station, London EC2.

The Bank’s accommodation comprises approximately 300,000 square feet (net internal area including levels 2 and 3) within One Exchange Square (or otherwise known as 175 Bishopsgate) as well as 17,000 square feet in 155 Bishopsgate. The HQ capacity is approximately 1,800 staff, with one desk to one staff allocation.

The Bank will be undergoing a major re-stack which is known as the ‘Medium Term Strategy Project’ (MTS) and this is the result of an accommodation review which was carried out in 2013. The purpose of the MTS is to improve the quality of the workplace, introduce different workplace settings, address inequality in the workplace, promote growth and introduce flexibility.

As part of the major works, the HQ will undergo a cabling upgrade and re-carpeting throughout. Most floors will be affected and staff will transfer to swing space for periods of 8 - 12 weeks and relocated back onto a floor. The implementation phase of the project will commence end of Q1 2015 and is programmed to be completed in Q1 2016.

The Space Management Unit of the EBRD is actively involved with the project in terms of strategic planning, workplace configuration, relocation strategy and moves management. The current processes and workflows are inadequate and insufficient to plan, build and move assets and staff within the building.

During the course of the MTS project approximately 3,000 staff will be churned and 8,000 furniture assets will be relocated, stored and/or disposed.

12. BACKGROUND

The Space Management Unit forms part of the Administrative Services Department (also known as ‘ASD’) is responsible for 3 key areas namely Move Management, Space Planning, and Furniture Control.

12.1.Approach

The Movement Management section of the Space Management Unit is responsible for the following areas;

o Initial client consultation and briefing

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o Preparing the drawings package i.e. furniture, grommets, stackingo Arranging moves pack / letter, schedules, agendas, labels, crateso Organising and attending stakeholder and project meetingso Mobilising internal and external project teamso Asset, financial and resource management o Permit and access management control measures o Manage health and safety protocols i.e. risk assessment, method

statements

12.2.Scale & Timings

Moves and changes are typically run between Fridays to Sunday evening, inclusive. This currently involves a number of Bank teams to be involved in the process allowing each team to complete a task before the next can start.

Small physical desk changes, users involved in the move are requested to leave the office at 5pm Friday (if the users still need to work we normally ask them to hot desk elsewhere). Small moves are generally completed between the evenings Monday to Thursday.

Larger relocation (60 physical desk changes) where a whole unit is being relocated or office space being modified, the user is requested to leave the office on Friday at 2pm.

All moves and changes regardless of size must be completed and ready for BAU before the next working day including Bank teams to test PC/Phone setups.

12.3. IT task moves

The following tasks can be carried out on behalf of ITby service fitters. Unplug PC, Screens, Phone from network and power supplies, protect components and

move via move crate or similar. Build PC setup at new location following a simply connection schedule supplied by the

Banks IT department. Install fly lead to connect GOP port and Cisco phone, making note of GOP port number

used. For PC final position remove screens from stands and place on arms to include the

screen float balance and connecting power supplies. Leave ‘move sheet’ noting old and new GOP port labels with PC for IT to use for

patching.

12.4.Typical Process

1 week prior to move: o Crates and move pack information delivered to the area.o Personal items are removed and taken home.

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o Pre-printed labels given to the users to identify crates, chairs and IT equipment.

Day of the move (Friday 5pm):o Cable ID’s recorded, IT equipment decommissioned (stored or moved).o Redundant furniture dismantled and moved off-site.o Chairs and crates (stored or moved).

Saturday (infrastructure, furniture):o Relocate and reposition floor boxes, grommets.o Reposition existing or new furniture items.o Voice, power and data management.o Install (if required) monitor hub to desk.o Position chairs and crates in safe positions.

Sunday before 12pm (furniture, technology, clean)o Re-commission IT equipment on desks.o Install VDU screen to arms.o Clean, dust and vacuum all areas.

Monday (before 9am)o Final clean of all working areas.o Portage to clear and move items i.e. crates, furniture, chairs.o IT presence to assist with connectivity issues.

13. SCOPE OF REQUIREMENTS

To deliver a fully comprehensive move and relocation management package, that compliments other core service delivery lines that include furniture system management, IT relocation, filing management, crate provision / packaging, specialist relocations, environment and sustainability approaches.

13.1.Furniture System Management

The Contractor will need to fulfil and demonstrate the following requirements;

To provide the significant skill, expertise and knowledge to install and dismantle system furniture ranges as mentioned below, inclusive of other well-renowned commercial ranges.

To be responsible for the delivery of a first class service from furniture delivery to complete installation and sign-off from the Bank. Provide examples of previous corporate fit out projects.

To offer AutoCAD and design services for furniture installation and fit-out. This is not essential, but may be beneficial depending on the Bank’s current resourcing on large scale projects.

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The furniture fitters should be comprehensively trained and highly experienced with the necessary accreditations and certifications.

To maintain a comprehensive inventory of all furniture products that is stored off-site.

Furniture currently at the Bank consists of various makes and models ranging from standard benches to executive furniture ranges;

K&N Do IT K&N Penso Gordon Russell

Techno Oxford Vitra

DAS Bisley ZAFF

Various bespoke

More than 65% of the open plan environments have already received new K&N furniture (c. 650 pos.) and the rest of the spaces consist of various older brands (c. 320 pos.) as listed above. As part of the MTS project the non-K&N furniture in the open plan areas will be replaced with K&N.

13.2.IT Relocation

The Contractor to provide specialist IT services inclusive of dis-connection and re-connection of PC units and monitors, and cable management.

To be suitably qualified and trained for the disconnection and re-connection of PC units and monitors, inclusive of any specialist hardware such as Bloomberg.

To be able to provide the resource to relocate and establish grommet points for the installation of power and data outlets to be presented to furniture positons.

To ensure that the installed fly lead is correctly labelled and identified to assist the Banks IT teams with patching.

To conduct site survey’s and attend project meetings to determine and evaluate infrastructure requirements.

13.3.Filing Migration

As part of the delivery service, the Contractor will have the experience in securely packing and unpacking files, libraries and store areas that adhere to an appropriate reference or sequencing structure.

The Contractor will have experience and are equipped with handling specialist filing and storage requirements such as fee-standing safes, kardex units.

13.4.Crates / Packaging

The Contractor to provide crates and/or boxes for different types of storage and packing i.e. personal, bulk, roll cages, server cases, flat screen, printer, processing units.

The minimum services provided by the Contractor are as follows;

To supply any range of crates and / or boxes, inclusive of packing materials within a 24 hour cycle from the time of instruction by the Bank.

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To provide appropriate crates for the secure packing of IT equipment and supply special protected materials to prevent damage during transit.

To provide suitable printed labels, security tags and other materials that is required for the identification and safe packaging of items.

Optional: to provide crates that have different colours that may assist with the larger churn and relocation projects to denote either departments or floors.

13.5.Resourcing

The Contractor will carry all services in accordance to the work methodology set out by the Bank’s representative for each move. It is imperative that the Contractor provides a moves representative to attend project meetings, evaluate and mitigate risks, arrange resourcing and materials, sign-off the project after the works are completed.The Contractor will need to provide flexible, short term and support service to meet the requirements of the Bank’s needs. The personnel will need to be security cleared professionals, with appropriate uniform and trained to work under the supervision of the Contractor and/or the Bank’s representative.

Typically, the following service level agreements will need to be followed;

The Bank will provide at least 1 weeks’ notice for large moves and changes involving weekend working.

For mid-week changes the Bank will require a 24 hour turn around with a minimum of a 2 man crew.

Desks will be required ‘ready for occupation’ and where instructed a PC/Phone setup in place for the Banks IT team to test.

The contractor will use supplied Bank consumables for Power & Data from the Banks stock.

The Contractor to supply the necessary Risk Assessments and Method Statements (RAMS) 1 week prior to labour working on-site.

13.6.Environmental and Suitability

The Bank acknowledges that the way in which buildings and the built environment are created, adapted and managed plays an important role in and impacts on the staff’s natural environment and quality of life, and can influence the well-being of staff.

The Contractor’s approach to staff relocation and office clearance will need to provide the Bank with an environmentally, socially and economically sustainable service delivery model.

It is important that there is focus and attention on energy efficiency, effective management measures, storage of materials and furniture, re-selling and recycling of office furniture and equipment.

14. Insurance and Industry Accreditations

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The Contractor will need to have the relevant insurance policies and have the industry standard accreditations to allow labour to carry out the necessary duties to fulfil the Scope of Requirements detailed in Section 12.

15. Schedule of Rates

The Contractor would be required to freeze the Schedule of Rates for the duration of the agreed term of the contract. The Schedule of Rates should include weekend working, out of hours and normal working hours, compromising of the following components:

Labour Team Leader Supervisor Furniture Fitter IT/Service

Fitter Porter

Transport Transit 7.5 tonne 17 tonne

Crate Hire Personal crates IT crates Cardboard boxes Roll cages Server cases Ties, labels

16. Moves and changes carried out in 2013

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16. Service Level Agreement

Implementation Element Minimum Acceptable Standard1.Mobilisation

o

Draft and Agree with the Banks client contact a re-mobilisation plan.Including the issue and agreement of relevant Method Statement, Risk Assessment and the successful implementation of the on-line (client access) inventory system.

[The Contractor] to draft plan within two week of contract award including timeframes for when tasks will be completed. All tasks should be completed within 4 weeks from contract start date

Systems / Database Minimum Acceptable Standard2.On-line System

Inventory system must be 100% correct within 24 hours of product movement (both inward and outbound) at any time.

oUpdate furniture inventory after every collection including a full description of product, picture (image), quantity and condition of product as agreed.

oThe EBRD contacts to be given remote access to view inventory database (live) in a readable format.

System to be available within one month of contract start date and will need to be available for the duration of the contract, apart from when maintenance is being carried out (manual back up should

oThe entire Banks inventory must be backed up daily with monthly activity reports and inventory lists being provided in excel format to the Banks client contact for file.

Full inventory back up will be required daily as a minimum and full list of inventory sent to client contact by the end of the first week of every month – failure to back up data or provide electronic report by agreed timeframe will be

Operational Element Minimum Acceptable Standard

3.Notice Period for Retrieval and Collection

o

1) Next Day — Instructions received by 16:00 hours with or without time sensitivity. Non time sensitive retrieval or collection to be completed by midday unless otherwise agreed.

2) Same Day — Instructions received by 11:00 hours Monday to Friday should by fulfilled within 6 hours depending on volume and location within storage container(s) or unless otherwise agreed, only if urgent .

storage containers. Out of hours response fulfilled within 5-6 hours depending on volume and location within storage container(s) or unless otherwise agreed.

95% achieved with SLA of total number or requests made.

100% achieved with sla of total number or requests made. These requests will be managed by the client manager and also such request will be made if urgent.

such request will be made if urgent.

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Operational Standards

oAll staff must be fully vetted in line with [The Contractor’s] vetting procedures before being permitted onto the clients premises.

All the [Contractor’s] staff must be 100% vetted before working on the Bank’s premises.

oThe Bank will require a full list of [the Contractor’s] personnel including hours of operations, Method Statement, Risk Assessment prior to working onsite.

100% permits, Method Statement, Risk Assessment must be provided prior to work being carried out on site with at least 48 hours’ notice, unless agreed with the Bank in advance or for urgent requests.

o

[The Contractor’s] staff must show care for the Bank’s property and personnel while working onsite. Good conduct includes full compliance to the Banks “Contractor Code of Conduct” at all times.

Number of complaints shall not exceed two (minor issues) in any 12 month period. All contractors working at the Bank’s premises must comply with the Bank’s code of conduct for contractors at all times.

o[The Contractor] to report all incident or accidents on the Banks property to the Banks client contact.

The number of incidents/accidents should not exceed two within any 12 month period.

oAccount Manager to programme and attend quarterly account meetings, or more frequently if considered necessary.

100% of meetings must be attended by [The Contractor’s] unless agreement is made with the bank’s client contact in advance.

o[The Contractor’s] personnel should arrive on site, already fully briefed, ready to work at agreed time.

95% achieved by arriving on site within 15 minutes of agreed start time (subject to on-site access conditions).

oTimely reporting on problems that could impact of work being performed (e.g. illness/vehicle breakdown).

100% issues reported to the Bank’s Representative within 15 minutes of becoming aware of issue before agreed start time.

o

Product(s) to be dismantled, prepared and packaged according to the agreed specification and as determined by the Account Manager during the pre-move survey to/from site.

All furniture collected from or returned to the bank must be protected to ensure no damage during transit or while held in store.

Adequate container blankets to be used to provided additional protection.

100% of Products to be barcoded or labeled and scanned at key strategic points:

1. Moved from location,2. Loaded onto vehicle3. Unloaded into holding area

Storage Minimum Acceptable Standard

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o

Consignment to be stowed into steel or wooden containers determined by nature of product or as otherwise agreed beforehand with the banks management e.g. short term consignments held in conventional pens or holding areas.

Containers to be padlocked and keys held in an secured area (accessed strictly by agreement with the Bank’s Representative).

100% of steel containers should be used, unless agreed in advance with the banks management or unless items are due for transportation within 48 hours.

100% strictly no access to the banks containers by [The Contractors] staff unless approval is given by the banks client representative in advance.

[The Contractor] must have in place a robust procedure for the collection of keys to access the banks containers, all access to the Bank’s containers must be logged and the log kept for the duration of the contract..

o

Consignment(s) to be consolidated following retrievals to ensure occupied space within the containers is maximised, unless this involves "special" consignments that need to be stored separately.

[The Contractor] to carry out quarterly inspections of the banks containers (with prior approval from the Bank) and recommend opportunities for consolidation and cost savings to the Bank.

Small additional project Element Minimum Acceptable Standard

4.Survey/Estimate projectSurvey should be completed within 72 hours of request.

o All new inward bound consignments in excess of 500 cu ft to be surveyed in advance by the Account Manager and removal and storage costs confirmed in advance together with Risk Assessment and Method Statement.

Quotation and documentation provided within 3 working days below the value of £5k and 5 working days above £5k.

Other Minimum Acceptable Standard5.Post removal / delivery

oResponse time to attend site to resolve problems that occurred after site visit.

95% response within 24 hours of request being made with resolution.

5% response within 72 hours with Minimum Acceptable Standard

6.Administration

o Paperwork signed off on completion of projects or task

100% paperwork completed and signed off after every job. All damaged recorded, at time of collection by [The Contractor] to be reported to Banks as a a matter of priority.

oAccuracy of timesheets and Invoices showing all required project information and purchase order number.

Invoice must be 100% correct and timesheets approved by the Banks client manager on completion of job attached.

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Minimum Acceptable Standard7.Communication and Access

o

Instructions for collection, retrieval or access of the Banks products will only be authorised, if received from nominated Bank’s personnel only.

All instructions to be confirmed in writing with a purchase order number.

Only instructions by the nominated Bank’s personnel should be accepted by [The Contractor]

100% of requests must be supported by a purchase order (hard copy or scanned). Requests without a purchase order should be rejected, unless agreed in advance by the Banks Contract Manager.

Moves and Changes (BAU)

Instruction for desk changes including PC/Phone decomm/recomm and underfloor services received from the project manager

Work to be completed in a timely manner and desk to be 100% ready for occupation next working day or for large weekend working by Sunday 12pm

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ANNEX C – TECHNICAL RESPONSE GUIDELINES

Contractors should provide a response to all points in their Technical Response.

RFP No.

Technical Proposal

1.1 Confirmation that you understand all of the requirements and expectations set out in Section II Scope of Works and Specification, and that from commencement of a contract with EBRD, you would be able to comply with the requirements therein.

1.2 An example Method Statement including quality control checks you currently have in place for moving furniture and equipment (including movement of glass).

1.3 Provide an example of your standard service levels that you would expect to use on an account of this size.

1.4 Provide details of the type of secured storage available for this Bank’s furniture and equipment.

1.5 What are your procedures for consolidating/reviewing items held in storage, ensuring the most cost effective service available without unnecessary costs?

1.6 Provide details of your tracking, management information systems that will manage the banks inventory; this will need to include a photographic library of the banks furniture and equipment.

1.7 Confirm you are able to retrieve and deliver furniture and equipment requests as follows: next day delivery, same day providing orders received by 10:30am, and within 3 hours of written request being made (exceptional circumstances)

1.8 Management structure for your company to include your nominated structure for this account.

1.9 CV's (previous experience) of nominated Account Manager/s.1.10 Provide details of your disposal process, and confirmation as to whether it

complies with Environmental and Waste Management Regulations. Please also advise whether or not you have any recycling agreements in place with charities or other third party organisations.

1.11 Provide detail of training programme available to ensure competency of staff in dealing with furniture listed in 12.1. This should also include confirmation of minimum accreditation and certification required.

2.1 Please submit a copy of the last 3 full years’ audited reports and accounts, with a summary to show the number of staff employed, turnover, profit, and resources - e.g. vans, machines, plant lists.

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2.2 The respondent is to provide the following additional information: details ofContents, Public, Transit Professional Indemnity, Employers liability insurance including copy of cover note.

2.3 Please provide details on the location of your proposed storage unit you are planning to use for the banks furniture and equipment, including the distance from the Banks headquarters.

2.3 If available, please provide information on any additional storage facility you have available within close proximity of the bank that can be used as a holding area for short term storage.

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Annex D – Quotation File

To be completed by respondents and submitted in a separate sealed envelope.

Annex E

Background Information

List of current furniture

Project scenarios

Restacks Plan

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Annex F

Standard contract for services

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