Provision of moving and storage services for UNESCAP in Bangkok, Thailand

The United Nations Economic and Social Commission for Asia and the Pacific (UNESCAP) is the regional development arm of the United Nations for the Asia-Pacific region and it is headquartered in Bangkok, Thailand. UNESCAP premises in Bangkok presently comprise of three reinforced concrete buildings: the Secretariat Building, a 15-floor high-rise reinforced concrete building constructed in 1975 totalling more than 29,500 sqm of total constructed area and 17,000 sqm of office space; the Service Building, a 4-floor reinforced concrete building built in 1975 with a total of 19,727 sqm of constructed area; and the United Nations Conference Centre built more recently in the early 1990s and with 50,730 square meters.

In August 2016, the UN General Assembly approved the Seismic Mitigation Project (SMP) for UNESCAP. The scope of the SMP project includes construction works in the Secretariat and Service Buildings, including structural seismic retrofitting, to ensure compliance with seismic and other fire and life-safety codes. It also includes a complete redesign of office layouts to achieve space efficiencies in the Secretariat and the life-cycle replacement of building systems that have reached the end of their useful lives. Tenants of the 15-story Secretariat building will occupy it during construction; the construction works within the building will occur in 8-9-month cycles where partial relocation will occur for occupants in half of 5-7 floors per cycle. Tenants will be relocated to swing space, within the UN ESCAP compound, which includes other vacated building(s) and/or other floor(s) within the Secretariat Building.

Description of Requirements:

UNESCAP is seeking to engage a qualified Moving Company, with the capacity to provide, (1) SMP project- specific moving services for relocation of the building occupants and equipment to and from temporary on- site swing space (2) on-call moving services and (3) warehouse storage services, if necessary. These move services will predominately involve relocation of an office space environment.

(1) SMP Project-Specific Moving Services
The SMP moves will involve large scale moves (movement of personnel estimated in the range of 150-250 persons per cycle and/or roughly 3000-4500sqm). There are 5 major move cycles planned over a 4-year period and will involve moving multiple tenant entities [Occupant Groups] and their belongings to and from on-site swing space. Each move cycle will require support from a move manager(s) from the ‘Moving Company.’ The move manager will coordinate and manage all moves and support the SMP project team with the development of the required moving documentation (plans and packages) for each Occupant Group. The work will involve site visits, conducting surveys of furniture, filing and other items to be moved and creating move plans to ensure proper execution without disruption to UN operations. Effective coordination with all key stakeholders and various degrees of reporting and quality control are required, as well as participation in weekly move coordination meetings on-site, facilitated by the SMP Team, and internal stakeholders (IT, security, and Occupant Group focal point(s)). Some relocation of offices may require temporary storage of furniture or either items at either on or off-site locations

The services provided by the qualified Moving Company shall include the relocation of all of the following:

• Occupants at the ESCAP premises and their belongings,
• Office furniture and accessories (disassemble and reassemble),
• IT equipment (including computers, printers, and other IT office accessories), and
• Partition walls: half and/or full-height partition walls (disassemble and reassemble).

(2) On-call Moving Services

The on-call moving services requires that the qualified Moving Company have the capacity to provide moving services on an “as needed basis”. The moving company shall provide all labour, transportation, equipment and miscellaneous supplies in variable quantity as necessary to support small to medium size moves as well as provide staff on urgent/short notice basis. A focal point or team lead to be provided by the move company and will act as the focal point and liaison between the UN and the contracted moving team(s).

(3) Warehouse Storage Services

The warehouse storage services require that the qualified Moving Company have the capacity to provide safe and suitable storage space in a not too distant proximity from the ESCAP premises. Moving services to and from the storage facility is also required. If the qualified Moving Company is not able to provide storage facilities the UN may secure a warehouse facility, under a separate contract, but the UN would still require the moving services of the qualified Moving Company to move materials to and from the storage facility location(s).