FDLE ITB 2300 Q&A - FINAL.pdf

FLORIDA DEPARTMENT OF LAW ENFORCEMENT

WRITTEN ANSWERS TO QUESTIONS

FDLE ITB 2300

Professional Moving Services for Office Relocation

All written questions are reproduced in the same format as submitted by the Vendor.

Question #1 What will be the liability on all personally packed boxes (PBO), or boxes that were not packed by the chosen vendor but transported by the vendor? (ex. If an item in working condition is improperly packed by an FDLE employee or personnel and transported by the vendor and upon delivery does not function; who takes the responsibility/ liability and who will decide who will be held at fault?

Answer #1 Refer to FDLE-ITB-2300, Page 12, Section 2.2 Specifications and Performance B. 1) Packing Items for Relocation, fifth and sixth sentences. Also, Page 13, Section 2.2 Specifications and Performance C. 5) Damaged or Destroyed Property.

Additionally, the Project Manager for FDLE PROC will notify personnel to include “Fragile” and/or “Handle with Care” on each item of Department concern.

Question #2 The approved vendor is to supply packing materials for office items and items in cabinets;

will the vendor also need to supply TV cartons for the televisions as well?

Answer #2 Refer to FDLE-ITB-2300, Page 10, Section 2.2 Specifications and Performance A. 1) Equipment, Materials, and Supplies, second sentence. The reference in the first sentence is directed at the awarded vendor to supply the necessary items for the relocation project; not supplies and materials for packing the boxes.

As to the question about the TV carton (box), the answer is yes.

Question #3 In case the surplus items do not all fit into the warehouse located at 3355 Copter RD Pensacola, FL 3214 where will the overflow items be stored?

Answer #3 The overflow location, if needed, will be the warehouse space at the new facility (#3 on the Site Visit).

Question #4 Will the approved vendor be required to take any items off the walls or will FDLE staff handle that?

Answer #4 FDLE will remove all items from the walls.

Question #5 Will the approved vendor be responsible for disconnecting/ reconnecting appliances? (ie Fridges with water lines)

Answer #5 FDLE will disconnect/reconnect all appliances.

Question #6 If a vendor over supplies on materials (boxes) and the cost was added to the bid but the client does not utilize all the material provided, does the vendor have to refund for any unused materials?

Answer #6 No. FDLE will assume ownership of the excess materials (boxes).

Question #7 Once a vendor has been awarded, will the awarded vendor be able to do another walk through with select members of their team to ensure all crew leaders are aware of the scope of work?

Answer #7 Refer to FDLE-ITB-2300, Page 12, Section 2.2 Specifications and Performance C. 1) Administration through 3) Relocation Plan. This request may be inferred as part of consultations, and may be coordinated as agreed upon by the respective Project Managers for both parties.

Question #8 The typical valuation on an office move is $.60/per pound. This is free coverage and given if the account does not request additional coverage. Will FDLE be requiring additional coverage and if so how much? We will need to know the total of the product, we are moving, to properly quote.

Answer #8 Refer to FDLE-ITB-2300, Page 11, Section 2.2 Specifications and Performance A. 8) b) General Liability Insurance, fourth sentence. Attendance at each of the three (3) Site Visits was designed in part to include this opportunity for prospective vendors.

Question #9 Packed boxes---FDLE is responsible for packing the boxes. I understand if the boxes are crushed or damaged at destination the vendor would be responsible for damaged items. Who is responsible for damaged items if there is no visible damage to the boxes? We cannot be liable if the FDLE employee fails to properly pack the contents. Please advise.

Answer #9 Refer to the answer to Question #1.

Question #10 Who is responsible for removing all items attached to the walls and reattaching them at destination? This is not something we normally do.

Answer #10 The Department.

Question #11 Elevator---What happens if the elevator at origin or destination breaks? How will we be compensated for the downtime or additional labor if we are forced to use the stairs due to a malfunction? How often does the elevator at origin break and quick does the repair team arrive?

Answer #11 No additional compensation will be afforded the awarded vendor. Site #1 elevator is subject to downtime on occasion; the service agreement with the elevator company includes a standard 2-3 hour response time for such an occasion.

Question #12 Elevator---Will be allowed sole use of the elevator(s) at both origin and destination?

Answer #12 Yes, unless otherwise notified. However, it should be noted that medical, handicap, or emergency use will take precedence.

Question #13 In 2.2 B(1) it states the department will provide tape for sealing of boxes. When we asked about this at the meeting you all said it needed to be part of our quote and supplied by us with the boxes. Please advise how you all want to handle.

Answer #13 Refer to FDLE-ITB-2300, Page 12, Section 2.2 Specifications and Performance B. 1) Packing Items for Relocation, second sentence.

Question #14 Additional Packing Material---Due to the breakables will the department want us to also supply dish barrels, bubble wrap and packing paper for the beakers, test tubes and other breakable items in the labs.

Answer #14 No. Refer to FDLE-ITB-2300, Page 12, Section 2.2 Specifications and Performance B. 1) Packing Items for Relocation, second sentence.

Question #15 With the hourly rate for removing excess items from the warehouse do you all want a truck and one man rate? Do you want a truck and 3 men?

Answer #15 The Site Visits were intended in part for prospective vendors to assess the hourly rate for what would be needed (personnel, equipment, materials, etc.) for such a move, whether it be for one (1) or several moves. Prospective vendors should use their best judgment in determining that hourly rate in their bid response.

Question #16 If the excess items go to the landfill how will we be compensated for the landfill fees?

Answer #16 The Department will pay the fees directly to the landfill or other destination point.

Question #17 If, for some unforeseen reason, the move does not take place by 5/31/23 will the bids expire?

Answer #17 Yes.