Moving Services

The Sustainability Department has approximately 40 staff members and provides services in the following areas: Communications, Climate Resilience, Climate Protection, Waste Reduction, and Special Districts with similar but varying community needs.

The department is seeking a vendor that can move office furnishings between and sometimes within buildings, including but not limited to technology items such office pods.

The County of San Mateo, CA is seeking a qualified contractor to provide comprehensive moving services for office furnishings, including technology equipment such as office pods.

The services will encompass moves within a building as well as between buildings located within San Mateo County. The contractor will be responsible for the disassembly and reassembly of office furnishings and technology equipment as required. The goal is to ensure a seamless transition with minimal disruption to County operations.

Detailed Specifications

• Office Furnishings: Desks, chairs, filing cabinets, bookshelves, and other standard office furniture. Specialized furniture such as ergonomic chairs and adjustable desks.
• Technology Equipment: Computers, monitors, printers, and other peripheral devices. Office pods and other modular office systems.
• Disassembly and Reassembly: Disassembly of office furnishings and technology equipment as needed for safe transport. Reassembly of all items at the new location, ensuring they are fully operational.
• Packaging and Protection: Use of appropriate packing materials to protect items during transit. Specialized packaging for sensitive technology equipment.
• Transportation: Vehicles equipped to handle the safe transport of office furnishings and technology equipment. Compliance with all relevant transportation regulations and standards.

Service Requirements include but are not limited to:

• Pre-Move Planning: Conduct a pre-move survey to assess the scope of work and identify any special requirements. Develop a detailed move plan, including timelines and resource allocation.
• Project Management: Assign a dedicated project manager to oversee the entire moving process. Provide regular updates to County representatives on the progress of the move.
• Labor: Provide a skilled and experienced moving crew. Ensure all crew members are trained in the handling of office furnishings and technology equipment.
• Insurance and Liability: Maintain comprehensive insurance coverage for all aspects of the move. Assume liability for any damage to County property during the move.
• Post-Move Support: Provide post-move support to address any issues that arise after the move is completed. Conduct a post-move survey to ensure all items have been relocated and reassembled correctly.

Delivery Requirements

• Coordinate with County representatives to schedule moves at times that minimize disruption to County operations.
• Ensure all moves are completed within the agreed-upon timelines.
• Moves may occur within a single building or between multiple buildings within San Mateo County.
• Reassemble and set up all office furnishings and technology equipment at the new location.

Submission

Proposals must be electronically received by **5:00 pm, on Friday, December 11, 2026** via eProcurement system. Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected.

Organizations or individuals interested in responding to this solicitation must register online with the County of San Mateo at: https://procurement.opengov.com/portal/smcgov

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals. PDF format is preferred.

Evaluation

The proposals will be evaluated by a selection committee with relevant expertise.

• Project Approach: 10 points
• Firm Qualifications: 25 points
• Team Qualifications: 20 points
• Price: 28 points
• Preferential Points: 9 points

Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection. Interviews (tentative) December 14, 2026. Anticipated Contract Award Date December 18, 2026.

Term

The agreement shall have a term of five (5) years.

There will be no pre-proposal conference or site visit for this project.