DOAH-ITB_24-25-005_Addendum1_Final.pdf

DOAH-ITB #24/25-005

Addendum #1

INVITATION TO BID

ADDENDUM #1

April 17, 2025

ITB Number: DOAH ITB #24/25-005

ITB Services: Relocation Services for OJCC St. Petersburg & Tampa Offices

Subject: This Addendum updates language pertaining to Exhibit 1-Estimated

Inventory to Revised Exhibit 1-Estimated Inventory; 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: Page 18, Attachment A, Section II., C., Office Contents

UPDATE: DOAH’s furniture, equipment, boxes and other items to be relocated. The term includes the items shown on Revised

Exhibit 1, Estimated Inventory (St. Petersburg & Tampa

Offices) to this Scope of Services Sought, which is incorporated by reference, and other items being moved from the existing office location(s). The term does not include DOAH employees’ personal property.

REFERENCE: Page 24, Attachment A, Section IV., M., 3., Site Inventory

Report

UPDATE: a. An estimated inventory of the items the awarded Vendor shall relocate for each Relocation Project is provided in

Revised Exhibit 1, Estimated Inventory (St.

Petersburg & Tampa Offices). Although Exhibit 1 provides a reasonable estimate of the items expected to be relocated in each Relocation Project, the awarded Vendor shall be responsible for relocating all items (including furniture, equipment, boxes, and other Office Contents) requested by DOAH from the existing office location for the Relocation Project. No later than eleven (11) calendar days prior to the commencement of the Relocation, DOAH shall provide the awarded Vendor with a comprehensive inventory of all items to be relocated. Each item to be relocated will be assigned a unique identifier to facilitate the identification and tracking of each item. DOAH will notify the awarded Vendor of any and all changes to the inventory and provide an updated inventory, as necessary, no later than two (2) business days prior to the Relocation.

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 Contract is over a 4-month period correct? So what would be the difference in packing/Relocation Labor Cost and Approximate

Contract Value?

Answer #1 Yes, the contract covers a four-month period. The contract value will be based of the prices provided in the awarded vendor’s submitted price sheet which includes both the costs for Materials and Packing/Relocation Labor Costs.

Question #2 Is it possible or preferred to move both St Pete and Tampa locations at once, or do they have to be staggered so that at least one group is able to continue OJCC work at all times?

Answer #2 It is not required that one of the offices be in operation at any given time, but we have limited IT staff to reconnect each individual's computer equipment that is moved. We are open to hearing different options.

Question #3 If the seals are to be removed from the walls, who will be responsible for repairing any damage done from the removal such as the paint being removed or any portions of dry wall being damaged during removal

Answer #3 DOAH will remove the seals from the walls, the seals can be moved by the moving services vendor awarded, and DOAH will rehang the seals in the new location.

Question #4 What is the cut off time for access at destination since it can only start at/after 5PM, Answer #4 DOAH does not have a specified cutoff unless one is identified by

Highwoods. Please refer to Attachment H-Customer Moving

Guide, included in this ITB for specific instructions provided to

DOAH by Highwoods.

Question #5 On the inventory, do the 85 boxes for Tampa include the prepacked supplies or is that 85 additional boxes needed in addition to what is on site

Answer #5 The 85 boxes specified were an estimate by DOAH as to how many boxes will be needed to pack the items and office supplies of each individual at the Tampa office.

Question #6 Who is responsible for the removal of the room plaques? (Hearing room 1, Judge Office, etc)

Answer #6 DOAH will remove all signage.

Question #7 At old St Pete office, do we need permits to park in front of the entrance for move out day?

Answer #7 No permits are needed. Parking will be available by at the loading dock at the corner of the building.

Question #8 Do you want to move the existing shelving in the supply room along with the supplies or will there be existing storage space/shelves in the new space?

Answer #8 Any existing shelving units in storage rooms that are not built-in will need to be relocated along with the supplies. The awarded moving vendor will be responsible for disconnecting any shelving units. Any built-in shelving or cabinets (fixed to wall or floor) will not be moved.

Question #9 Ask about copier pre removal of ink cartridges

Answer #9 Yes, the ink cartridges in the copier identified in the Revised

Exhibit-1-Estimated Inventory within this ITB will be removed prior to the scheduled relocation date.

Question #10 Will there be floor protection required at all sites

Answer #10 DOAH does not require that there be floor protection at the current locations, but please refer to Attachment H-Customer

Moving Guide, included in this ITB for specific instructions provided to DOAH from Highwoods for the new Tampa Office located at 4200 W. Cypress Street, Tampa, Florida 33607.

Question #11 Will the shelfing in the supply room be moved? if so, will the wall attachment be removed by you. If shelving will be transported will it need to be attached to walls at new site.

Answer #11 Any existing shelving units in storage rooms that are not built-in will need to be relocated along with the supplies. The awarded moving vendor will be responsible for disconnecting any shelving units. Any built-in shelving or cabinets (fixed to wall or floor) will not be moved.

Question #12 Will mover have 5 days to complete all moves.

Answer #12 Yes.

Question #13 Can the move be completed on weekends or weekdays only? Do we have access to all buildings on weekend dates?

Answer #13 DOAH has some flexibility with the moving schedule within the week allotted and will determine the details with awarded vendor.

However, please refer to Attachment H-Customer Moving Guide, included in this ITB for specific instructions provided to DOAH by

Highwoods.

Question #14 Do we need to handle the metal detectors in any specific way?

Answer #14 Yes, the metal detector must be either moved while standing upright or laid to its side. It must not be laid down flat, as this could damage the motherboard.

Question #15 Do the site visits after the move need to be completed in person or would a video call suffice?

Answer #15 Final walk-through inspections following the moves must be conducted in person, with representatives from both parties present.

Question #16 If we record the locations at the completion of the loads and unloads, will that constitute a walkthrough?

Answer #16 No, walkthroughs must take place both before and after the relocation dates to identify any deficiencies or existing site damage. These walkthroughs are required for the submittal and approval of the Site Condition Report and must be conducted with representatives from both DOAH and the awarded vendor present.

Question #17 Can we offer our services to staff for moving their personal items?

Judges as well?

Answer #17 As staff will be responsible for relocating their personal items prior to the scheduled offices move dates, we can provide them with a list of participating vendors from this ITB, along with their contact information, for their reference and coordination.

Question #18 Would you prefer we leave computers in a specific area upon arrival at the new office location?

Answer #18 Computers should be moved to the designated workspace for each individual.

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: ______________________________________________________________________