Moving___Storage_Services_for_FY27.pdf

REQUEST FOR QUOTATION

RFQ 26-619-MB

MOVING & STORAGE SERVICES FOR FY27

Alachua County, Florida

County Administration Building

Gainesville, FL 32601

RELEASE DATE: August 26, 2026

DEADLINE FOR QUESTIONS: September 20, 2026

RESPONSE DEADLINE: September 30, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/alachuacounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Alachua County, Florida

REQUEST FOR QUOTATION

Moving & Storage Services for FY27

I. Introduction II. Project Details

III. Insurance Requirements IV. Submittals V. Request for Quotation Pricing Form

Request For Quotation #RFQ 26-619-MB Title: Moving & Storage Services for FY27

1. Introduction

1.1. Summary

Alachua County is requesting pricing for the following products or services on an as needed basis: RFQ

26-619-MB Moving & Storage Services for FY27.

The following apply to this Request for Quotation: Introduction, Insurance, Project Details, Attachments, Submittals, and Request for Quotation Pricing Form.

Services are to include all labor, materials, supplies and equipment in accordance with the specifications set forth within this informal solicitation.

Vendors must be fully capable of performing the required services while adhering to all laws, specifications, procedures, protocols, applicable guidance, and industry best practices.

1.2. Background

Location: Alachua County is located in North Central Florida. The County government seat is situated in

Gainesville. Gainesville is located 70 miles southwest of Jacksonville, 129 miles southeast of Tallahassee, 140 miles northeast of Tampa - St. Petersburg and 109 miles northwest of Orlando. Alachua County has a population of over 250,000 and a regional airport. The County itself consists of a total area of 969 square miles.

Form of Government: Alachua County is governed by a Board of five (5) elected County Commissioners and operates under the established County Manager Charter form of government. In addition to the five

County Commissioners, there are five elected Constitutional Officers: Supervisor of Elections, Sheriff, Clerk of the Court, Tax Collector, and the Property Appraiser. The Alachua County Attorney also reports to the Board.

1.3. Contact Information

Markisha Boykin

Procurement Agent III

Email: mboykin@alachuacounty.us

Phone: (352) 384-3092

Department:

Procurement

1.4. Timeline

OpenGov Project Release Date August 26, 2026

Question Submission Deadline September 20, 2026, 12:00am https://procurement.opengov.com/portal/alachuacounty/projects/268397/document?section=2585794 https://procurement.opengov.com/portal/alachuacounty/projects/268397/document?section=undefined https://procurement.opengov.com/portal/alachuacounty/projects/268397/document?section=2585796 https://procurement.opengov.com/portal/alachuacounty/projects/268397/document?section=2585797 https://procurement.opengov.com/portal/alachuacounty/projects/268397/document?section=2585798 https://procurement.opengov.com/portal/alachuacounty/projects/268397/document?section=2585795 mailto:mboykin@alachuacounty.us tel:(352)384-3092

Submission Deadline September 30, 2026, 2:00pm

2. Project Details

2.1. Request for Quotation

Alachua County is accepting electronic quote submissions. This is not a formal solicitation. This is an

Informal Written Quote, for the provision of Moving & Storage Services for FY27 on an as-needed basis.

It is Alachua County's intent to award a blanket purchase order for Fiscal Year TBD, which generally begins on October 1, TBD and ends on September 30, TBD.

Respondents shall create a free account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit pricing.

The response must be received by 2:00 pm on Wednesday, September 30, 2026.

The Respondent’s submittal must be completed in the Public Portal prior to the 2:00 pm deadline.

THE COUNTY and the PUBLIC PORTAL PLATFORM WILL NOT ACCEPT LATE SUBMITTALS

The Respondents must state a definite time for delivery of supplies or performance of services.

The Respondents should retain a copy of all quote documents for future reference.

All quotes should be submitted with the firm name and by an officer or employee having authority to bind the company or firm.

2.2. Terms and Conditions

Alachua County Purchase Order Terms and Conditions can be found at:

https://alachuacounty.us/Depts/Procurement/Pages/Terms.aspx

2.3. Addendum and Notices - Question and Answers

No interpretation of the quote will be made to any interested Respondent orally. Every request for such interpretation shall be made in writing, via the question and answer tab. Any interpretation to a

Respondent will be made only by addendum; duly issued, and a copy of such addendum will be posted to the Public Portal. Oral answers will not be authoritative. Addenda, questions, and answers so issued shall become part of the quote documents.

Addenda Notification: Respondents are required to register for an account via the County's e-

Procurement Public Portal. Once Respondent has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each Respondent to periodically check the site for any addenda at https://secure.procurenow.com/portal/alachuacounty

2.4. Acceptance/Rejection of Submittal

The County reserves the right to reject any quote which may be considered irregular, show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced https://procurement.opengov.com/signup https://secure.procurenow.com/portal/alachuacounty https://alachuacounty.us/Depts/Procurement/Pages/Terms.aspx https://secure.procurenow.com/portal/alachuacounty quotes or irregularities of any kind. Further, the County reserves the right to accept or reject any and all quotes in whole or in part and to waive any technicalities or informalities in any Quote.

Quote forms may be considered irregular and subject to rejection if they show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced quotes or irregularities of any kind.

The County reserves the right to accept or reject any or all quotes that best serves the interest of the

County.

2.5. Electronic Signatures

The Respondents agree that an electronic version of the submitted quote shall have the same legal effect and enforceability as a paper version. The Respondent further agree that the Electronic Submittal, regardless of whether in electronic or paper form, may be executed by use of electronic signatures.

Electronic signatures shall have the same legal effect and enforceability as manually written signatures.

The County shall determine the means and methods by which electronic signatures may be used to execute an Agreement with the awarded Respondent and shall provide the awarded Respondent with instructions on how to use said method. Delivery of this Agreement or any other document contemplated hereby bearing an manually written or electronic signature by facsimile transmission

(whether directly from one facsimile device to another by means of a dial-up connection or whether mediated by the worldwide web), by electronic mail in PDF format, or by any other electronic means intended to preserve the original graphic and pictorial appearance of a document, will have the same effect as physical delivery of the paper document bearing an original or electronic signature.

2.6. Examination of Property

Before submitting the Quote, it shall be the Respondent's responsibility to visit the site of the proposed

Work and familiarize the Respondent with the nature and extent of the Work and any local conditions, either surface or subsurface, that may in any way affect the Work to be done and the equipment, materials and labor required.

The Respondent is also required to carefully examine the specifications to inform themselves regarding any and all conditions and requirements that may in any manner affect the work to be performed.

Failure to do so will not relieve the Respondent of complete performance.

2.7. Manufacturer's Certification

The County reserves the right to request from Respondents a separate manufacturer certification of all statements made in the Quote. Failure to provide such certification may result in rejection of quote or default termination of contract for which the Respondent must bear full liability.

2.8. Scope of Work

1. Purpose

The purpose of this Scope of Work is to establish the requirements for providing professional moving services, delivery services, warehouse storage, and storage unit rentals for Alachua County departments.

Services will be performed on an as-needed basis by approved vendors.

2. Contract Term

October 1, 2026 – September 30, 2027.

3. General Requirements

The awarded vendors shall furnish all labor, equipment, vehicles, materials, transportation, and supervision necessary to perform moving and storage services as requested by the County. Services must be executed safely, efficiently, and in compliance with all federal, state, and local regulations.

4. Moving Services

The vendor shall provide:

• Trained movers and moving vehicles required for relocation of County property.

• Loading, unloading, packing, and transport between County facilities or storage locations.

• Hourly labor and equipment rates as quoted, including travel time where applicable.

• Additional movers or trucks upon request at the vendor’s quoted hourly rates.

• Compliance with vendor-specific minimum hour requirements (2–4 hour minimums depending on vendor).

• Fuel charges or travel charges as outlined in each vendor’s rate structure.

5. Warehouse Storage Services

Vendors offering warehouse storage shall provide:

• Storage for County property at secure warehouse facilities.

• Warehouse handling rates, billed per 100 pounds.

• Monthly storage rates, billed per 100 pounds.

• Pickup fees and delivery fees for items entering or leaving storage.

• Weight minimums as required (e.g., 3,000 lbs minimum).

• Secure, climate-appropriate storage conditions.

6. Storage Unit Rentals

Vendors providing self-storage units shall supply:

• Storage units in various sizes, including 5×7×7 vaults, 6×12, 10×10, 10×15, 10×20, and 10×22 units.

• Climate-controlled or non-climate-controlled options depending on vendor offerings.

• Monthly rental rates as quoted.

• Administrative or protection fees where applicable.

7. Performance Requirements

• Vendors must ensure safe handling of all County property.

• Vendors must respond to service requests promptly and perform work within the requested timelines.

• Damage to County property caused by vendor negligence shall be corrected or reimbursed at no cost to the County.

• Vendors shall maintain communication with County staff throughout moves and storage engagements.

8. Add/Delete Item

The County may add or remove storage unit sizes and truck sizes from the scope of services at any time using an Add/Delete Form. Changes take effect upon signature by both the County and the vendor.

3. Insurance Requirements

3.1. TYPE A INSURANCE REQUIREMENTS: Trade Contractors/ Service Contracts

The Contractor shall procure and maintain for the duration of this contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the contractor/vendor, his agents, representatives, employees or subcontractors.

COMMERCIAL GENERAL LIABILITY

Coverage must be afforded under a per occurrence form policy for limits not less than $1,000,000

General Aggregate, $1,000,000 Products / Completed Operations Aggregate, $1,000,000 Personal and

Advertising Injury Liability, $1,000,000 each Occurrence, $50,000 Fire Damage Liability and $5,000

Medical Expense.

AUTOMOBILE LIABILITY

Coverage must be afforded including coverage for all Owned vehicles, Hired and Non-Owned vehicles for Bodily Injury and Property Damage of not less than $1,000,000 combined single limit each accident.

WORKERS COMPENSATION AND EMPLOYER’S LIABILITY

Coverage to apply for all employees at STATUTORY Limits in compliance with applicable state and federal laws; if any operations are to be undertaken on or about navigable waters, coverage must be included for the USA Longshoremen & Harbor Workers Act.

Employer’s Liability limits for not less than $100,000 each accident; $500,000 disease policy limit and

$100,000 disease each employee must be included.

BUILDER’S RISK / INSTALLATION FLOATERS (when applicable)

When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

When applicable: Waiver of Occupancy Clause or Cessation of Insurance clause. Flood Insurance as available under the National Flood Insurance Program.

CYBER LIABILITY COVERAGE (when applicable)

Vendor shall procure and maintain for the life of the contract in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

TECHNOLOGY/PROFESSIONAL LIABILITY: with limits of $1 million. Coverage is for the life of the contract and must continue for five (5) years after contract expiration. This coverage must include Cyber Liability coverage for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

EMPLOYEE FIDELITY COVERAGE (only applicable to vendors whose employees handle funds)

Employee Dishonesty coverage must be afforded for not less than $500,000 Blanket all employees ISO

Form

OTHER INSURANCE PROVISIONS

The policies are to contain, or be endorsed to contain, the following provisions:

I. Commercial General Liability and Automobile Liability Coverages

A. The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Contractor/Vendor; to include Products and/or Completed Operations of the Contractor/Vendor;

Automobiles owned, leased, hired or borrowed by the Contractor.

B. The Contractor’s insurance coverage shall be considered primary insurance as respects the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be excess of Contractor/Vendor’s insurance and shall be non-contributory.

II. All Coverages

The Contractor/Vendor shall provide a Certificate of Insurance to the County with a notice of cancellation. The certificate shall indicate if cover is provided under a “claims made” or “per occurrence” form. If any cover is provided under claims made from the certificate will show a retroactive date, which should be the same date of the contract (original if contact is renewed) or prior.

SUBCONTRACTORS

The Contractor/Vendor shall be responsible for all subcontractors working on their behalf as a condition of this agreement. All subcontractors of the Contractor/Vendor shall be subject to the same coverage requirements stated herein.

CERTIFICATE HOLDER: Alachua County Board of County Commissioners

Email certificate to : Procurement - mboykin@alachuacounty.us

MAIL, EMAIL or FAX CERTIFICATES

The County must be identified as an “Additional Insured” in either the Description of Operations section or elsewhere on the Certificate. While the contract may call for elaborate “additional insured” wording a

Certificate stating that: “The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; claims arising out of the condition of the land; or automobiles owned, leased, hired or borrowed by the

Vendor.” is acceptable. It is the County itself rather than the department that must be listed as the

“additional insured.”

4. Submittals

4.1. Submittal Confirmation*

As confirmed, the Bidder, hereby declares that they has carefully read and examined the specifications and with full knowledge of all conditions, under which the equipment and services herein contemplated must be furnished, hereby proposes and agrees to furnish the equipment and services according to the requirements as set out in the specifications for said equipment and service.

☐ Please confirm

*Response required

4.2. Taxpayer Identification Form*

Upload your W-9 form.

*Response required

4.3. State Complaince*

All corporations, LLCs, limited and general partnerships, LLPs and LLLPs wishing to do business within the

County must register with the Florida Department of State at the following web site:

http://www.sunbiz.org/ or within the state that the vendor submitting is registered to do business in.

This registration is renewed annually.

Failure to register with the Florida Department of State or the state that the vendors is registered in may result in the quote being determined as non-responsive.

Upload your registered documents below.

*Response required

4.4. Vendor Eligibility*

Confirm that the submitting entity or affiliate has not been placed on any of the list's below:

Convicted Vendor List

Suspended Vendor List

Discriminatory Vendor List

Scrutinized List of Prohibited Companies

Federal Excluded Parties List

☐ Please confirm

*Response required

4.5. Did you review and complete the Request for Quotation Pricing Form?* ☐ Yes

☐ No

*Response required

5. Request for Quotation Pricing Form

MOVING SERVICES

Line Item Description Unit of Measure Unit Cost No Bid

1 2 movers Per Hour

2 Each Additional Mover Per Hour

3 Cargo Van/Pickup Truck Per Hour

4 10 to 14 Foot Truck Per Hour

5 15 to 19 Foot Truck Per Hour

6 20 to 23 Foot Truck Per Hour

7 24 to 26 Foot Truck Per Hour

8 Additional Cargo Van/Pickup Truck Per Hour

9 Additional 10 to 14 Foot Truck Per Hour

10 Additional 15 to 19 Foot Truck Per Hour

11 Additional 20 to 23 Foot Truck Per Hour

12 Additional 24 to 26 Foot Truck Per Hour

WAREHOUSE STORAGE SERVICES

Secure, climate-appropriate storage conditions.

Line Item Description Unit of Measure Unit Cost No Bid

4 Warehouse Handling Rate Per 100 lbs

5 Monthly Storage Rates Per 100 lbs

6 Pickup Fees and Delivery Fees (for items entering or leaving storage) Per 100 lbs

STORAGE UNIT RENTALS

Secure, climate-appropriate storage conditions. Storage units in various sizes

Line Item Description Unit of Measure Unit Cost No Bid

7 6×12 Storage Unit Per Month

8 10×10 Storage Unit Per Month

9 10×15 Storage Unit Per Month

10 10×20 Storage Unit Per Month

11 10×22 Storage Unit Per Month

5. Request for Quotation Pricing Form