ITB Addendum #1 Q A ITB 2026-023 FINAL.pdf

ITB 2026-023 Addendum #1 Page 1 of 7

FLORIDA DEPARTMENT OF EDUCATION

BUREAU OF CONTRACTS, GRANTS AND PROCUREMENT

MANAGEMENT SERVICES

325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400

Addendum #1

BID NO.: ITB 2026-023

February 24, 2026

This addendum is being issued to provide the Answers to Questions submitted timely by vendors during the Question and Answers period.

Please be advised that all questions are keyed as submitted.

1) Q. Where would this project take place?

A. Please refer to Section 6- Scope of Service, please review.

2) Q. Can you please tell me a bit more about this move so I can see how we can best assist?

A. Please refer to Section 6- Scope of Service, please review.

3) Q. Are you looking for companies to manage specific sections of the area, or are you seeking a single provider to handle the entire department? Essentially, we would like to clarify if the bid is open to multiple vendors to support the statewide network.

A. A single provider will be responsible for servicing the entire Department Statewide.

4) Q. Estimated Work Volume - Can the Department provide an estimated annual number of move requests or historical usage under similar contracts?

A. Around 100 moves per year, not including surplus pick up and cubicle builds.

5) Q. Invoice Processing Timeline - What is the typical invoice processing and payment timeline after submission?

A. Net 30, review Attachment C, Standard Terms and Conditions

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6) Q. Overtime/After Hours Billing - Will after hours or emergency move requests require prior approval, or are they automatically billable at the submitted overtime rates?

A. Do not require prior approval, that information has been predetermined by the price sheet.

7) Q.Trailer/ Transport Type Clarification - Regarding the requirement to move

“vehicles and office trailers,” can the Department clarify the expected trailer or transport types (towed office trailers on mobile chassis, enclosed freight trailers, flatbeds, etc.) and any weight or hitch specifications?

A. The trailers would be 40’ – 45’ singlewide office trailers with a standard ball and tongue system.

8) Q. Emergency Response Definition - How does the Department define

“emergency” under the 24-hour response requirement?

A. The Department does not schedule same-day moves. For purposes of this

Agreement, an “emergency” is defined as an urgent or unforeseen circumstance requiring expedited coordination to prevent disruption to Department operations. In such instances, next-day moves are typically coordinated between the Department and the Contractor to accommodate both parties.

9) Q. Minimum Billing Requirement - Is there a minimum billable hour requirement per move request?

A. No. There is no minimum billable hour requirement per move request. The

Contractor shall bill only for actual hours worked in accordance with the rates submitted in the Vendor Bid Sheet and as authorized by the Department.

10) Q. As we prepare to move forward, I would like to confirm what information and documentation are required for subcontractor approval. Could you please advise on the specific requirements and any necessary forms that must be submitted?

A. Please refer to Section 4.29 Sub -Contracting

11) Q. What is the average volume of moves needed monthly or annually?

(The ITB outlines responsibilities but not the scale.)

A. The Department is unable to guarantee or provide an average monthly or annual volume of moves. The frequency and scale of moves vary based on operational needs and may fluctuate throughout the year. The resulting contract does not guarantee any minimum quantity of work. All services should be requested and authorized on an as-needed basis.

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12) Q. What is the typical size of a “standard” move?

A.– Number of offices? The Department is unable to provide an exact number of offices within the Turlington Building, as there are hundreds of workstations and office areas. The Contractor shall coordinate with the Department’s Contract Manager for specific locations and updates.

A.– Number of floors? Moves may involve multiple floors within the Turlington Building. Specific floors will be identified by the Department on a per-move basis.

A.– Complexity of cubicles? Cubicle configurations vary, including standard and custom layouts. The Contractor shall be prepared to accommodate varying cubicle complexities as directed by the Department.

13) Q. How often are large statewide moves expected?

The ITB allows moves anywhere in Florida but doesn’t describe frequency.

A. Large statewide moves are uncommon and typically occur two to three times per year, usually in response to emergencies, such as hurricanes impacting DOE buildings throughout the state. The Department cannot guarantee an exact frequency, and all such moves will be coordinated with the Contractor on an as-needed basis.

14) Q. What are the most common locations/destinations outside Tallahassee?

A. Armenia and Trammell Building in Tampa FL

15) Q. Does the Department require packing/unpacking services, or only transport?

A. If Transporting Surplus to the warehouse, no packing is necessary, but if

Transporting Furniture from one location then yes, packing is required.

16) Q. Will movers be handling electronics like servers or specialized equipment?

A. – Any special handling rules? Yes, Contractor movers will transport computers, hard drives, and other electronic equipment only after such items have been properly sanitized in accordance with agency IT security requirements and officially listed on an approved surplus form.

All surplus pickups involving electronic equipment shall be coordinated in advance.

The Warehouse Manager (or designee) will be present on each scheduled surplus pickup day to verify:

• Items match the approved surplus documentation

• Asset/property tag numbers are accounted for

• Equipment has been cleared for release

• Only listed and authorized items are removed

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17) Q. Please confirm the minimum required equipment must be in place before the contract begins:

A.– One local semi-truck One Semi-Truck A.– Four local straight trucks One Straight truck A.– One portable storage unit (POD) – No required A.– Capability to tow state-owned vehicles – Not required A.– Capability to move office trailers – Not required

18) Q. Is proof of equipment ownership/lease required with the bid, or only after award?

A. The Department’s Contract Manager will schedule office moves and surplus pick-ups accordingly. If, based on the approved schedule, any work hours fall outside of the regular weekday schedule, overtime may be billed in accordance with the overtime rates submitted in the Vendor Bid Sheet.

19) Q. Are there any weight restrictions or loading dock specifications at DOE buildings?

A. No Weight Restrictions, the Clearance is 13’4”

20) Q. What certifications or specific training do cubicle technicians need?

ITB mentions Haworth and Pride cubicles—does DOE require manufacturer certification?

A. Manufacturer certification shall not be required; however, the Contractor shall possess and demonstrate thorough knowledge, skills, and experience necessary to perform the required services in accordance with the terms of this Agreement.

21) Q. Do all personnel require background checks through DMS before starting?

A. – How long does the approval process usually take?

Yes. All personnel assigned to perform services under this Agreement shall be required to successfully complete a background screening through DMS prior to commencing work. Approved background screenings remain valid for a year from the date of approval.

22) Q. Is the "Customer Service Manager " required to be an employee, or can they be a contractor?

A. 6.0 Performance Expectations & Services

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23) Q. What is the expected response time for same-day or emergency requests?

A. Same-day requests are rare. When they occur, the Contractor shall respond within a few hours of notification. For emergencies, services are typically scheduled for the following day unless otherwise directed by the Department.

24) Q. Can we receive projected move schedules (even approximate) for planning?

A. Unfortunately, the Department cannot provide projected move schedules in advance. The longest notice that can be provided for certain moves is up to two (2) weeks, as moves occur at varying times and originate from multiple sections within the Department.

25) Q. For the required Wednesday/Friday Tallahassee staffing, is this year-round?

A.– Any seasonal slowdowns? Yes the required Wednesday and Friday staffing in Tallahassee is year-round. The schedule remains generally consistent, and there are no seasonal slowdowns anticipated.

26) Q. Will DOE provide loading zone permits, or must the contractor secure all permits?

A. No loading zone permits are required where DOE conducts Business, in the event that one is needed then the contractor will be responsible for obtaining the permits.

27) Q. How will weekend work be scheduled and authorized?

A. Weekend work is rare and is typically authorized and coordinated by Department of Education (DOE) staff, when necessary, such as in response to hurricanes impacting areas throughout the state where DOE personnel are located. The Department generally adheres to the established Wednesday and Friday schedule.

Any weekend services require prior authorization and coordination by DOE staff.

28) Q. The bid does not mention anything about the ability to increase price every year where applicable, can the vendors assume that if needed, we would have the ability to present a price increase? If so, we could safely assume that if applicable, awarded vendor would then cap the increase at 3% and notify the department of said potential increase at least 90 days prior to the date of the increase.

A. No price must remain the same for the initial 3 years.

29) Q. Is the Department of Education open to making changes to the terms and conditions of the service agreement to mirror other agreements the awarded

ITB 2026-023 Addendum #1 Page 6 of 7 vendor has with other State/Local Entities across the state that relate specifically the services being rendered.

A. No

30) Q. If awarded, would the department be open to adding language in the contract around county and state being required to ensure all vehicle and trailers are of good sound and safe from an operational standpoint? That the vehicles and trailers comply with all local, county and state requirements. Vendors providing this type of service are happy to provide it, however we would not want to take responsibility for the condition of someone else’s vehicles and due insurance would require us to take a significant number of exceptions on the trailers and vehicles before moving. Is the department open to negotiating language into the contract that is mutually acceptable as it relates to this service?

A. No

Potential proposers have 72 hours from posting of addenda to protest the requirements of each addendum. Failure to file a protest within the time prescribed in Section 120.57(3), 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.

YOUR BID WILL NOT BE COMPLETE WITHOUT THIS DOCUMENT

SIGNED AND INCLUDED!

Company Name:

Vendor Name – written:

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Authorized Signature:

Mailing Address:

City, State & Zip Code:

Telephone: E-Mail Address: