RFP_#004014_UCD VETERINARY GENETICS LAB RELOCATION/MOVE MANAGEMENT SERVICES_KE

Request for Proposal (RFP)
# 004014 - Move Management Services
UC Davis - Veterinary Genetics Lab Relocation (VGL)
South Campus Davis to Aggie Square Sacramento
1. INTRODUCTION
The UC Davis Veterinary Genetics Laboratory (VGL) is relocating from its current facility on
the UC Davis South main campus (980 Old Davis Rd), to newly purpose-designed
laboratory space in the 400 Aggie Square Building in Sacramento, CA (4450 2nd Avenue,
Sacramento, CA).
Currently the VGL is housed in a series of 8 trailers and parts of buildings that span nearly
8,500 square feet that include laboratory, breakroom, and office spaces. All research and
service activities will be moved into the newly renovated space primarily occupying the
second and third floor of the building that encompasses 22,700 RSF. This relocation
represents a significant transition into a modern, purpose-designed for efficiency of
workflows within a public-private partnership development.
The selected consultant will provide comprehensive move plan development and
management services and oversee a seamless relocation with minimal to no operational
disruption, particularly given the timely and service-focused nature of VGL's operational
and research activities.
Scheduling site visits prior to proposal submission is mandatory.
2. BACKGROUND
The UC Davis Veterinary Genetics Laboratory (VGL), a self-supporting unit within the Weill
School of Veterinary Medicine, provides animal parentage verification, genetic diagnostics,
forensic services, and research across multiple species.
3. PROJECT SCHEDULE
Scheduled Completion of Construction: February 2027
Phased Move Period: March-April 2027 TBD

4. SCOPE OF WORK
The consultant shall develop relocation plans, help coordinate the move and movers, and
provide execution support, including pre-move plan development, physical move
oversight, and post-move stabilization. The University may elect to procure only one of the
phases.
Phase 1: Move Planning and Development
The consultant shall:
* Develop a comprehensive phased move management plan, including:
o Developing a plan that allows phasing and sequencing to maintain near-
continuous operations
o Review documentation on equipment list developed by the laboratory and
design team and determine how each piece of equipment will be moved,
when and by whom.
o Develop a plan and best strategies to move items not considered major
equipment.
o Develop roles and responsibilities for 3rd parties involved
o Develop a plan for identifying and scheduling needed vendors
o Develop Communication protocols with internal and external stakeholders
o Develop Risk management plan
* Map critical workflows and operational pathways
o Including coordination with Aggie Square property management and facilities
teams
* Develop downtime mitigation strategies and contingency plans
* With VGL's Quality and Efficiency Manager, map all activities that affect ISO 17025
accreditation status; identify documentation, requalification, and notification
requirements; build accreditation-driven dependencies into the phasing plan.
* Identify every instrument requiring vendor move support; schedule vendor visits,
capture qualification documentation, and place requalification on the critical path
so it does not gate post-move resumption of testing.
* Inventory all chemicals and reagents to be moved (UC Davis is handling hazardous-
materials disposal and decontamination, but the move of in-use chemicals and
reagents is in scope); classify by hazard, storage temperature (ambient / refrigerated
/ -20 degreesC / -80 degreesC), and segregation requirements; plan compliant packaging,
transport, and cold-chain continuity; reconcile inventory at destination.
* Conduct mandatory pre-move site walks at both the South Campus origin and the
Aggie Square destination, with sign-off prior to Phase 2.

* Identify change management strategies to ensure staff readiness and adoption
o Identify critical communication areas for the move process and staff.
* Deliver:
o Detailed move plan document covering: phased schedule, equipment
matrix, vendor list, roles and responsibilities (RACI), and risk register.
o Weekly status report format and cadence, plus a decision log.
o Pre-move readiness checklist; daily move-day logs; post-move punch list and
close-out report.
o Success metrics - for example, target downtime per workflow, percentage
of equipment operational by a defined date, and incident count. Consider
mirroring these in the Move Management Approach scoring criterion.
Phase 2: Move Management and Coordination
The consultant shall oversee and coordinate all move-related activities, including:
* Physical Move Coordination
o On-site presence during all move phases at both origin and destination
o Coordination with UC Davis campus partners and external vendors
* Equipment Management
o Coordination of specialized laboratory equipment relocation
o Oversight of:
- Packing, transport, and installation
- Vendor coordination for highly sensitive equipment
o Equipment recalibration, recertification, and validation
* Hazardous Materials and Compliance
o Work with campus staff to safely dispose and decontaminate any hazardous
materials and to decontaminate instruments prior to packaging to align and
adhere with Materials of Trade exemptions and requirements, summarized
here.
* Move support and post move stabilization
o Daily reporting and stakeholder communication through move process
o Provide support during initial occupancy
o Maintain an issue log and track resolution of pre, during and post -move
items

5. SCORING CRITERIA WILL BE BASED INITIALLY ON THE FOLLOWING CRITERIA AND
FINAL SCORING MAY ALSO INCLUDE AN INTERVIEW FOR TOP SELECTED CANDIDATES.
Team experience and qualifications:
A. Demonstrated experience with complex laboratory relocations, particularly in
production and research laboratory setting. Provide data on three (3) recent similar
projects, each completed within the last 5 years, with a detailed project description
demonstrating the firm's experience with transition planning for projects of similar
size and complexity. Also demonstrate ability to plan for minimized down time.
B. Include qualifications of the firm and key personnel, and successful delivery of
similar phased, low-downtime moves. Clear definition of roles and availability of
team members to respond to the requirements of this project. List proposed staff
demonstrating the firm's ability to fulfill the requirements of the Proposal. Show
their years of experience, and years in lab/research specific.
C. Samples of your work product for both transition and relevant to the work need that
is described.
Move Management Approach:
Ability to provide efficient and comprehensive management for all aspects of this project,
especially the capability to work in partnership with UC Davis staff, other consultants and
contractors during both planning and implementation of the move. Demonstrated track
record of meeting schedule, budget requirements, and meeting down-time expectations.
Proposal Value
Overall cost competitiveness, transparency of pricing, and value relative to the services
offered, including the proposer's ability to minimize risk and operational disruption.
6. TIMELINE
Listed below are the key action dates/times for this RFP. If the University finds it necessary
to change any of the dates indicated below an addendum to the RFP will be issued.
Electronic Request for Proposal Issued
July 13, 2026 12:00PM PT through July 31, 2026 5:00PM PT
Question & Answer Period:
July 13, 2026 12:01PM PT through July 28, 2026 3:00PM PT

Site visit locations--select one date (July 20th or July 23rd) for both locations:
* July 20, 2026 9:30AM PT UCD South main campus (980 Old Davis Rd)
* July 20, 2026 11:00AM PT UCDMC 400 Aggie Square Building (4450 2nd Avenue,
Sacramento, CA)
OR
* July 23, 2026 9:30AM PT UCD South main campus (980 Old Davis Rd)
* July 23, 2026 11:00AM PT UCDMC 400 Aggie Square Building (4450 2nd Avenue,
Sacramento, CA).
SOUTH MAIN CAMPUS- Origin
AGGIE SQUARE- New Space

Deadline for Submission of Electronic Proposal:
July 31, 2026 5:00PM PT
Interviews with Finalists: TBD
Anticipated Award Date: TBD
Phase 1 Project start: TBD
Phase 2 Project start: TBD
Note: The above dates are subject to change at the option of the University.
It is the responsibility of each proposer to be familiar with all of the specifications, terms
and conditions and site condition (if applicable). The proposer agrees and acknowledges
all RFP specifications, terms, and conditions and indicates the ability to perform by
submission of a proposal. By the submission of a proposal, the proposer certifies that if
awarded a contract, they will make no claim against UC Davis based upon ignorance of
conditions or misunderstanding of the specifications.
7. MANDATORY SITE VISIT
A Sign-In Sheet will be available at both sites for all attending Suppliers to sign in. All
questions should be saved and submitted by the supplier through the online CalUSource
Discussion Forum. Any points discussed during the site visits are not official until posted
by the supplier through the Discussion Forum.
8. PAYMENTS
Supplier will have direct record management in the new PaymentWorks system, which
assists in ensuring that the university is compliant with applicable laws/regulations. The
process includes ACH (Automated Clearinghouse). Supplier can use PaymentWorks which
is a secure platform to update their preferred payment method and banking information as
needed. PaymentWorks offers better security of sensitive data (including, but not limited
to, tax IDs).
In PaymentWorks, Supplier has direct access to notify the university of name changes, tax
ID change, or merger/acquisitions changing the makeup of their supplier record.

Payment and Settlement Terms:
With acceptance of PaymentWorks, the University of California can extend various terms,
which means that remittance will be transmitted relatively following full approval of an
invoice. Alternative payment methods include ACH, or paper check, with varying discounts
and net terms offered. Note, some federally funded projects may have additional
constraints on providing payment within 30 days.
9. INSURANCE TERMS
Supplier will comply will all University requirements for General Liability. "The Regents of
the University of California" must be named as additional insured on General Liability
Insurance policy.
Required Coverage:
1) Comprehensive or commercial form GENERAL LIABILITY insurance limits:
$1,000,000.00 each occurrence, $2,000,000.00 products/completed operations and
general aggregate, $1,000,000.00 personal injury, $2,000,000.00 aggregate.
2) AUTO LIABILITY: $1,000,000.00
3) Proof of WORKER'S COMPENSATION as required under California State Law. Liability
with limits of $1,000,000 per occurrence.
***NOTE TO BROKER: BOTH the GL and AUTO certificate(s) MUST indicate "the Regents of
the University of California" as an Additional Insured; Certificate Holder as "The University
of California, Davis, One Shields Avenue, Davis, CA 95616".
10. INSTRUCTIONS FOR SUBMITTING PROPOSALS
Issuing Office and University Contact:
This RFP is issued by the University Procurement and Contracts Division, which is the only
authorized entity to change, modify, and clarify, etc., the provisions of this RFP and to
award any contract(s) resulting from this RFP.
Proposals shall be submitted online using the University of California Supplier Registration
and Sourcing web tool (CalUSource).
Proposals submitted through any other means shall not be accepted and late proposals
will be rejected.
Responses will take time to enter into the CalUSource System. Proposers shall provide a
complete response to all prerequisites, questions and/or information in the RFP as
requested in the CalUSource portal.

11. PROPOSAL RECEIPT
The University reserves the right to reject any or all proposals or to waive any informalities
or minor irregularities in a proposal.
12. RESTRICTION OF COMMUNICATIONS
Proposers are not permitted to communicate with University staff regarding this solicitation
during the period between the Request for Proposal issue date and the announcement of
award(s), except during:
Presentations, if conducted.
If Proposer is found to be in violation of this provision, the University reserves the right to
reject their proposal without redress.
13. PROPOSER QUESTIONS
Each Proposer shall exercise their best professional, independent judgment in analyzing
the requirements of this RFP to ascertain whether additional clarification is necessary or
desirable before responding. If there are any discrepancies in, omissions to, or questions
about the information provided in the RFP or by any other source, a request shall be
submitted via the CalUSource portal using the discussion forum ( ), which is located
on the top right of the supplier's workspace.
All contacts during the proposal process shall be through the Procurement and Contracts
Division. Attempts by the proposer to contact department representatives may result in
disqualification of the proposer from the proposal process.
14. PROPOSAL FORMAT AND REQUIRED SUBMITTALS
Proposers shall provide a written proposal addressing the full scope specified under this
RFP. Proposals in any other format as described in this RFP shall be considered informal
and will be rejected. Conditional proposals shall not be considered. If the Proposer fails to
provide any of the information, the University may at its sole discretion evaluate the
proposal without the missing information.
15. PROPOSER REPRESENTATION
Each Proposer, by submitting a proposal, represents that he/she has:
* Read and completely understand the RFP and associated documents
* Based their proposal submittal upon the requirements described in the RFP

16. ADDENDA TO RFP
Any changes, additions, or deletions to this RFP shall be in the form of written addenda
issued by the University via the CalUSource portal. Any addenda to this RFP shall be
distributed to all participating proposers via the CalUSource portal. The University shall not
be responsible for failure of any prospective Proposer to receive such Addenda. All
Addenda shall become part of the RFP.
17. MEET/EXCEED SPECIFICATIONS
Proposers must fully meet or exceed all specifications. Each proposal should comply with
these requirements. If any proposed products or services deviate from the specifications,
the proposer must provide a detailed explanation of each deviation. If no explanation is
provided, it will be assumed that all specifications are met. The successful proposer must
guarantee that all delivered products and services meet these specifications. Any
materials, equipment, or services that fail to meet the requirements must be corrected by
the proposer at their own expense.
18. SIMPLICITY OF PREPARATION
Proposals shall be prepared simply and economically, providing a straightforward, concise
description of the Proposer's capability to satisfy the requirements of the RFP. Emphasis
shall be on completeness and clarity of content. Promotional materials are especially
discouraged.
19: RESOURCES FOR HELP
CalUSource System:
Bidders are strongly encouraged to complete and submit at least 24 hours prior to the
deadline to allow for technical difficulties. If a supplier is experiencing issues with the
CalUSource system, they may acquire assistance by emailing support@gep.com.
20. VALIDITY PERIOD
"Validity Period" as used in this provision, means the number of calendar days available to
UC for awarding a Purchase Agreement. All proposals will remain available for UC
acceptance for a minimum of 120 days following the RFP closing date.

21. METHOD OF AWARD
The University will award on a best-value selection method. Unless stated otherwise in this
RFP, the University reserves the right to make multiple awards or to award items separately
or in the aggregate as the interests of University may appear. The University reserves the
right to reject all proposals and to make no award.
22. RIGHT TO MAKE NO AWARD
The University reserves the right to reject all Proposals and to make no award. Unless
stated otherwise in this RFP, the University reserves the right to make multiple awards or to
award items separately or in the aggregate as the interests of University may appear.
23: SUPPLIER ASSISTANCE WITH CalUSource SYSTEM
To reiterate, all system issues are to be directed to email address support@gep.com.