The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: Moving services of office furnishing and equipment as well as the provision of secured indoor commercial storage space.
Description of Services
The WCB will require the Contractor to provide the following Services:
- Supply boxes, carts, dollies, and tools to assist Facilities move Office Furnishings;
- Assist Facilities dismantling/reassembling Office Furnishings;
- Assist Facilities with staging for required moves;
- Possible off site storage of Office Furnishings; and
- Appropriate personal protective equipment for all movers.
Moves may vary in scope, size, frequency, time of day, and days of week. All labour, supervision, tools, equipment, and materials necessary to perform moves are to be included and provided by the Contractor as part of the Services.
The Contractor may be required to assist Facilities staff with assembling/dismantling, takedown/setup of Office Furnishings if needed for transport or moving.
The Contractor will ensure all WCB property is properly prepped and protected for a safe move. Finishes of Office Furnishings, millwork, flooring, walls, doors, ceilings, stairways, and windows must remain in pre-move condition and function.
Proper equipment and/or vehicles must be utilized for transport as provided by the Contractor. The Contractor must provide vehicles designed for the transportation of Office Furnishings. The vehicles must have the appropriate security features (anti-theft device) and be secured while at a delivery/pickup site. All vehicles must be equipped with a fire extinguisher.
The WCB may require at any time, either during a scheduled move or otherwise, for the Contractor to provide temporary or long-term storage. Temporary storage may be required during a scheduled move where a time constraint may not allow the scheduled move to continue until the following day. The Contractor's own truck may be utilized for this. However, the Contractor is responsible to ensure the Office Furnishings are secured. Long-term storage maybe required to store Office Furnishings for an extended period of time at the Contractor's own storage facility.
The Contractor must be capable of providing storage of the Office Furnishings in a secure climate controlled facility that is operated by bonded personnel. The Contractor's storage facilities shall be insured against common risks and have, at minimum, the following safeguards:
a) Intrusion detection and alarm systems;
b) Physical access controls;
c) Fire detection and suppression systems;
d) 24/7 central monitoring of protection systems;
e) Not house any hazardous material nor be located within a flood zone area or risk exposure from external hazards; and
f) Uninterrupted safeguards during any power interruptions and ability for the WCB to access its Office Furnishings during any such power interruption.
The Contractor will be required to provide the Services to the WCB offices located in Brandon and Thompson as well as Winnipeg, Manitoba.
The Contractor is responsible for all the contents stored in any of its storage facilities and should provide a written disaster and recovery plan for any catastrophic occurrences including but not limited to earthquake, flood, fire, etc. The Contractor will be responsible for recovery from any catastrophic occurrences, including but not limited to fire, damage, or theft, as well as any associated costs. The Contractor must carry appropriate insurance and provide proof thereof if requested by the WCB.
The Office Furnishings must be inventoried, catalogued, and properly stored. The Contractor shall maintain an accurate, bar-coded, and computer-based inventory tracking system. The computerized system must:
a) At minimum, identify the stored Office Furnishings by box number or item description, and status (check in/check out). Essential data fields should include box number, bar code, location, WCB department, major description, minor description, status, and move history (dates of pickup and delivery);
b) Include an inventory tracking process with appropriate logs and receipts for pickup and delivery of the Office Furnishings for verification and audit purposes with logs and receipts made available to the WCB upon request; and
c) Update inventory status within twenty-four (24) hours of activity.
The Service will be utilized by the WCB on an as-needed basis only. Frequency of use, size, and scope may vary and is not guaranteed for either the moving or storage components of the Services.
The Contractor will be required to work within the landlords' rules for accessing the buildings where the WCB leases office space (excludes 333 Broadway which is owned by the WCB) and for use of loading docks, freight elevators, waste receptacles, etc. The Contractor shall be responsible for obtaining all information required in connection with the following conditions, rules and regulations:
- Access/egress including loading/storage areas;
- Noise control;
- Handling of refuse and clean up;
- Temporary storage of materials;
- Delivery times;
- Protection of WCB's leased premises;
- Working hours and labour relations;
- Fire protection;
- Safety regulations;
- Parking facilities; and
- Access to washrooms
for which the Contractor shall hold the WCB harmless of any disputes arising out of any noncompliance of same.
The WCB shall maintain insurance on its own behalf with respect to coverage for the Office Furnishings moved and/or stored with the Contractor.
The Services shall be provided onsite at the WCB's office facilities and from the Contractor's storage facilities, as applicable.
In addition to the information requested in Schedule "A" section 8.2, the Contractor is expected to also provide the following information in its Proposal:
- Examples of current and past commercial projects of similar scope;
- Description of internal resources available;
- Minimum amount of prior notice required by WCB to receive the Services;
- Confirmation of bonding of Contractor's resources providing the Services; and
- Capability to provide the Services to Brandon and Thompson with own forces (subcontracting will not be permitted without the express approval of the WCB and the WCB may prefer a Vendor which can provide the Services using only its own employees).
Even if the Contractor is not required under The Workers Compensation Act to have and maintain worker compensation coverage in Manitoba, the WCB shall require the Contractor to purchase and maintain worker compensation coverage for its workers who will be providing the Services in Manitoba.
The Services will be required during and outside Business Hours, as determined necessary by the WCB, in its unfettered discretion.
The Services are expected to commence April 1, 2023, for a period of five (5) years, continuing up to and including March 31, 2028.
