DOAH-ITB_24-25-004_Addendum1_Final.pdf

DOAH-ITB #24/25-004

Addendum #1

INVITATION TO BID

ADDENDUM #1

March 10, 2025

ITB Number: DOAH ITB #24/25-004

ITB Services: Relocation Services for DOAH Headquarters

Subject: This Addendum updates Exhibit 1-Estimated Inventory and provides DOAH’s responses to questions received from potential

Respondents.

Deletions are indicated by “strikethrough”. Additions, updates or replacements are indicated by underscore. All changes are highlighted yellow for quick reference.

REFERENCE: Exhibit 1 – Estimated Inventory

UPDATE: Revised Exhibit 1 – Estimated Inventory (Document uploaded to the VIP)

Answers to Questions Received from Potential Respondents

Question #1 We understand that a separate vendor will handle the removal, transport, and reinstallation of "fastened signs." However, can you confirm whether the moving company is responsible for removing other wall-mounted or specialty items, such as AED devices, framed pictures/paintings, fire extinguishers, TV screens, office nameplates, and whiteboards, from the walls?

Answer #1 DOAH will handle all AED devices, framed pictures/paintings, fire extinguishers, TVs, office nameplates, and whiteboards except that movers will be responsible for unmounting and packing eight (8) TVs and eight (8) whiteboards. Movers will not be responsible for mounting the TVs or whiteboards at the new location.

Question #2 Would it be possible to obtain a floor plan for the building at 1230

Apalachee Parkway? If available, could department locations be labeled to assist with move coordination? At minimum, a marked location for the Clerk’s Office would be helpful since that department requires the least disruption.

Answer #2 Included in this Addendum is the DOAH headquarters’ floor plans marked by sections for your reference.

Question #3 Will the moving company be responsible for packing and moving the projectors in Hearing Rooms 3 & 4? If so, who will be responsible for detaching them from the ceiling prior to the move?

Answer #3 No. They will not be included in the move.

Question #4 Can you confirm whether the moving company will be packing and transporting the servers? Additionally, who is responsible for detaching the server racks that are bolted to the floor? We understand that the racks themselves will be moved, but we would like clarification on the servers.

Answer #4 DOAH IT staff will pack and transport the servers. All server racks bolted to the floor will be left where they are. Only disconnected server racks will be moved.

Question #5 Do you have manufacturer details for the personnel file cabinets in the Langham Room? This information will help us determine the most efficient way to separate them.

Answer #5 These will be surplused prior to the move.

Question #6 Are the microphones on the hearing tables and the ceiling being moved by the carrier? If so, who is responsible for removing the ceiling-mounted microphone?

Answer #6 Table microphones will be disconnected and will be packed by the

Movers along with other IT equipment. Ceiling mics will not be included in the move.

Question #7 Are there any special handling instructions for the American flags, State of Florida flags, or State of Florida seals due to their symbolic importance?

Answer #7 The flags and seals will be packed up in boxes and flag poles disassembled.

Question #8 Can you confirm the number of offices contained within each of the seven total departments?

Answer #8 The number of offices including server, storage and hearing rooms by section to be moved is listed below. This does not include cubicles.

Flyover – 21

Village – 15

Main Building – 15

Clerks Office – 5

JCC WC Office – 6

Northern District – 11

Middle District – 15

Southern District - 13

Question #9 One set of office cubicles are to be moved. Will your IT dept disconnect the lines? Will they be going up in the same configuration?

Answer #9 DOAH will disconnect all lines. It is unknown at this time what the cubicle configuration will be.

Question #10 Will your IT dept unmount and remount the TV's? Our 3rd party company that does this service has to do a physical inspection of the wall the tv will be mounted on to determine the cost. This will be difficult to come up with a price before your building is complete.

Answer #10 Movers will be responsible for unmounting and packing eight (8)

TVs. All others will be surplused. Movers will not be responsible for remounting TVs.

Question #11 Will you be rehanging the seals at your destination?

Answer #11 DOAH will rehang seals at the destination location.

Question #12 Will your IT dept take down the overhead projectors and microphone in hearing rooms 3, 4, and 6.

Answer #12 The overhead projectors will be surplused prior to the move or left with the building. The hanging microphones will be left with the building.

Question #13 There is a wall mount in hearing room 8. Will you have someone take this down and remount?

Answer #13 Movers will be responsible for unmounting and packing eight (8)

TVs. All others will be surplused. Movers will not be responsible for remounting TVs.

Question #14 Will we be responsible for taking down whiteboard and agency owned artwork? Typically, we will unhang items for relocation, but we do not rehang. This is something we set up with a third-party company.

Answer #14 Movers will be responsible for taking down eight (8) whiteboards.

All other whiteboards and all art will be removed prior to the move. Movers will not be responsible for rehanging whiteboards.

Question #15 Can we get a floor plan of the origin building?

Answer #15 Included in this Addendum is the DOAH headquarters’ floor plans marked by sections for your reference.

Question #16 Revolving file cabinet in the Langham Room, will we be responsible for taking down and putting back together? Will it go back in the same configuration?

Answer #16 These will be surplused prior to the move.

Question #17 Can we get the number of employees by department to be moved?

Answer #17 The number of employees by section to be moved is:

Flyover – 13

Village – 11

Main Building – 7

Clerks Office – 14

JCC WC Office – 5

Northern District – 11

Middle District – 14

Southern District - 13

Question #18 Is there an inventory available by department?

Answer #18 Yes. Exhibit 1-Estimated Inventory has been revised to include room numbers and location area names for your reference. The

Revised Exhibit 1-Estimated Inventory has been posted to the

Vendor Information Portal (VIP) under this ITB.

Question #19 As for the IT equipment, will the movers only be responsible for packing and moving the desk top computers and monitor, as well as, the server racks? Will DOAH be moving the server equipment?

Answer #19 Desktop computers, monitors, keyboards, speakers, webcams, mice, printers, scanners, telephones, microphones, and other electronics will all be unplugged and labeled (with a label identifying the room to which it will belong in the new building).

Movers will pack all of this IT equipment. Movers will not be responsible for packing or moving servers. Servers will be moved by DOAH IT staff.

Question #20 Both origin & destination times. Do you have limit on start and finish times? How early can we start and can work past 5Pm if needed?

Answer #20 DOAH is open to discussing the most efficient way to get the move done and are flexible on timing. If moving during nights or weekends would help streamline the process or minimize disruption, we’re happy to consider it. Let us know what options you recommend based on your experience.

DOAH HEADQUARTERS’ FLOOR PLANS

FLYOVER

JCC WC OFFICE

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the ITB. Protests must be filed with the Division of Administrative Hearings, Attn:

Public Records Request,1230 Apalachee Parkway, Tallahassee, Florida 32301-3060, within the time prescribed in section 120.57(3), Florida Statutes and chapter 28-110, Florida Administrative Code. Notices delivered by hand delivery or delivery service shall be to the Division of Administrative Hearings, Attn: Public Records Request, 1230 Apalachee Parkway, Tallahassee, Florida 32301-3060 or by facsimile to the

Division of Administrative Hearings, Attn: Public Records Request at (850) 921-6847 with a copy to the Procurement Officer responsible for this solicitation. Failure to file a protest within the time prescribed in section 120.57 (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

Written notices, formal requests and proceedings must conform to the requirements set forth in chapter 28-110, Florida Administrative Code. Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the department or agency pursuant to section 120.57(3), Florida

Statutes, shall post with the department or the agency at the time of filing the formal written protest a bond payable to the department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the

Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the

Respondent within seventy-two (72) hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Respondent. The estimated contract amount is not subject to protest pursuant to section 120.57(3), Florida

Statutes.

SIGNED BY: ______________________________________________________________

NAME: ____________________________________________________________________

COMPANY: ________________________________________________________________

TITLE: _____________________________________________________________________

DATE: ______________________________________________________________________