On-campus moves fall into three categories, based on estimated cost:
Each type of move requires a specific process; all are described in this article. Several vendors have established agreements with the University to provide moving services to departments.
Note: According to BUS-39, Loss of or Damage to Property of Individuals, the University shall not be liable for any risk of loss or damage to:
- Property not owned by or not in authorized custody of the University, or
- Personal property owned, used or worn by individuals, including employees, faculty and students.
Moves with a value under $5,000
These moves are considered small office moves. Use the following procedure.
| Task | Steps |
|---|---|
|
1. Contact vendors. |
Open the Vendor Agreements List, and click on the Commodity heading to sort the list by commodity. Under the Commodity heading, scroll down to Moving and Storage on Campus. Click on the agreement number for information on the vendor, the agreement and the Campus Purchasing buyer who's responsible for the agreement. |
|
2. Receive estimates and select a mover. |
Discuss the details of the move with the potential supplier(s). It may be necessary for you to meet with the mover(s) at the site of the proposed move to go over the services you will require. Request a written estimate from the supplier(s), including all of the details you have discussed. Contact the mover you have chosen to arrange the date and time of the move. |
| 3. Issue an order to the supplier. |
Issue an order to the supplier using class code A to cover the entire move, even if the move will take place over several different time periods. Do not break down the move into multiple orders. (See Agreements & Blankets for more information on order-class codes.) Tell the supplier to send all original invoices to UCLA Accounts Payable, not to your department. |
|
4. Additional insurance information (optional). |
For information on insurance, other than the supplier’s insurance, contact the Office of Insurance and Risk Management (OIRM). Allow two weeks for purchase of insurance to supplement the supplier’s insurance. |
Moves with a value over $5,000
These moves are considered large office moves. Moves that fall into this price range require you to receive bids from competing vendors before making a selection. Use the following procedure.
| Task | Steps |
|---|---|
|
1. Contact vendors. |
Open the Vendor Agreements List, and click on the Commodity heading to sort the list by commodity. Under the Commodity heading, scroll down to Moving and Storage on Campus. Click on the agreement number for information on the vendor, the agreement and the Campus Purchasing buyer who's responsible for the agreement. Contact at least two vendors from the list to set up a time for a walk-through prior to requesting bids. Vendors competing for the job should all be present at the same walk-through. |
|
2. Walk through the sites with the vendors. |
Do a walk-through of both the origin and destination sites with the vendors. Vendors competing for the job should all be present at the same walk-through. Discuss all details of the upcoming move, including all services you will require for use in their estimates. |
|
3. Receive estimates and select a mover. |
Request written estimates from the suppliers, including all of the details you have discussed. Contact the mover you have chosen to arrange the date and time of the move. |
| 4. Issue an order to the supplier. |
Issue an order to the supplier using class code A to cover the entire move, even if the move will take place over several different time periods. Do not break down the move into multiple orders. (See Agreements & Blankets for more information on order-class codes.) Tell the supplier to send all original invoices to UCLA Accounts Payable, not to your department. |
|
5. Additional insurance information (optional). |
For information on insurance, other than the supplier’s insurance, contact the Office of Insurance and Risk Management (OIRM). Allow two weeks for purchase of insurance to supplement the supplier’s insurance. |
Moves with a value over $10,000
All on-campus moves with an estimated project cost over $10,000 must be processed by Campus Purchasing as described below.
| Task | Steps |
|---|---|
| 1. Contact vendors. |
Open the Agreements List, and click on the Commodity heading to sort the list by commodity. Under the Commodity heading, scroll down to Moving and Storage on Campus. Click on the agreement number for information on the vendor, the agreement and the Campus Purchasing buyer who's responsible for the agreement. Contact at least two vendors from the list to set up a time for a walk-through prior to requesting bids. Vendors competing for the job should all be present at the same walk-through. |
|
2. Submit information to Campus Purchasing. |
At least 30 days prior to the move date, create a Purchase Requisition (request for purchase order) with class code R. Fax all estimates and move plans to the buyer in Campus Purchasing who will be handling the order. |
| 4. Campus Purchasing contacts the vendor. | The buyer will issue the purchase order and notify the selected mover. |
| 5. Arrange for the move. | The mover will contact you to make final arrangements and review the move plan. |
