Questions and Answers.pdf

ITB-22-002

Trucking and Moving Services

Questions and Answers

Question: Can I access the current vendor’s name and prices for this bid?

Answer: We do not currently have a contracted vendor for this. Presently, we have two purchase orders in place with a moving company: one for moving services and one to provide trucking services. Because we will be conducting weekly moves in Tallahassee and moving more records this year than in the past, the moving and trucking services will exceed the Category 2 threshold of $35,000.00. The bid will establish a 3-year contract to provide both services as needed. We presently are using two local vendors: Browning Moving and Storage and Simmons Amerimove.

Question: Are the current suppliers being paid by the hour, and if so, how much—or by the truckload, and if so, how much?

Answer: For movers we presently pay the following:

$35.00 per hour for each man

$35.00 per hour for Straight Truck or Semi

$40.00 Per hour for each driver

Moves are conducted once a week or bi-weekly typically on Wednesdays for the Tallahassee area.

Statewide surplus electronic pick-ups are quoted for each job, and it is determined whether the equipment is being delivered to Orlando or Miami. The following are the pick-up locations:

Northwest Region 651 West 14th Street, Suite K, Panama City FL 32401 1800 Saint Mary Avenue, Suite 4, Pensacola FL 32501 2944 Penn Avenue, Suite B, Marianna FL 32448

Northeast Region 75 King Street, Lobby D Suite 340, St Augustine FL 32084 948 NW 30th Avenue, Ocala FL 34475 2055 Reyko Road, 2nd Floor, Jacksonville FL 32207 1283 8th Street, Jacksonville FL 32206 210 North Palmetto, Suite 104, Daytona Beach FL 32114 14107 US Highway 441, Alachua FL 32615

Central Region 8500 Laurel Hill Drive, Orlando FL 32818 1090 US Highway 17 South, Bartow FL 33830 1313 Tampa Street, Suite 301 & 302, Tampa FL 33602 519 West Hickory Street, Arcadia FL 34266 955 26th Street South, St. Petersburg FL 33712

South Region 11430 North Kendall Drive, Suite 100, Miami FL 33176 337 North 4th Street, Suite 307A, Fort Pierce FL 34950 3201 West Commercial Boulevard, 1st Floor Suite 129, Ft Lauderdale 33309 5070 Coconut Creek Parkway, Margate FL 33036 6296 Corporate Court, Bldg A-101, Fort Myers FL 33919 1100 45th Street, Bldg B, West Palm Beach FL 33407 10700 Caribbean Boulevard, Suite 100, Cutler Bay FL 33189 201 West Broward Boulevard, Suite 208, Ft Lauderdale FL 33301

Statewide Office moves 50 miles outside of Tallahassee are quoted for each job.

Secure Records Trucking – Semi loads

West Palm Beach to Tallahassee - $2,950.00 per trip

Miami and Sunrise to Tallahassee – $3,050.00 per trip

Ft. Myers to Tallahassee - $2,800.00 per trip

Jacksonville to Tallahassee - $1,400.00 per trip

Orlando to Tallahassee - $2,150.00 per trip

Question: Will there be provisions in the contract for the contractor to increase rates based on increasing fuel cost?

Answer: There will not be any provisions in the contract for increased fuel costs. However, for all secure trucking services and statewide electronic surplus pick-ups, the contracted vendor will be asked to provide quotes, at which time they can adjust for any fuel costs.

Question: I do not see a method of termination for the contractor.

Answer: Amendment 1 has been added to the ITB listing in the Vendor Information Portal, which includes Termination by Contractor.

Question: I do not see a schedule for the contractor to charge for Materials (i.e., totes, commercial bins).

Answer: A blanket purchase order under the executed contract will be issued for totes and commercial bins each year based on pricing submitted in the bid.

Question: What was the previous award for this project?

Answer: This is the first time we have issued an invitation to bid for these services.

Question: For the 53ft trailer, would it be a full load or LTL?

Answer: Most loads will be full loads, but there will also be LTL.

Question: For a straight truck, will 10ft be sufficient or can a sprinter van be used?

Answer: The minimum load for records would be five (5) pallets @ 1,750 lbs. per pallet – 8,750 lbs. total.

Question: Will our employees have to load and unload at each facility? Are there stairs at any site?

Answer: For records, all sites have loading docks for loading and unloading. They will load by forklift, and we unload by forklift. For moves and surplus property pick-ups, each site varies; for multi-story sites, they do have elevators and ramps.

Question: I don’t see where to include the cost of the cardboard moving totes (24”x15”x11”) and speed packs pricing to be included in the contract price. Where should this line tine be included?

Answer: Amendment 2 to this ITB has been posted to allow for the tote and speed pack pricing. Please be sure to include it in submission of your bid.

Question: How frequent are the moves locally and statewide? (i.e., daily, once a week, monthly etc.)

Answer: Record moves in Tallahassee will be weekly (every Wednesday) 5-10 pallets a week. Office moves and Surplus property disposal are conducted bi-weekly, also on Wednesday’s, but for moves, the day of the week can change. Statewide surplus pick-ups are once a month, and records pick-up from across the state can be two to four (2-4) semi loads a month depending on when record centers have records ready for pick-up.

Question: What are the net payment terms?

Answer: Normally, all payments are made and received within 20 days of the submitted and approved invoices.

Question: Just to make sure you are stating that for record files the department will have their own personnel to load and off-load boxes from the truck?

Answer: For statewide record pick-ups, it will vary at each location. Some locations will load the trailers and others will drop the pallets off on the rear of the trailer, and the driver will need to position the pallets on the trailer. For Tallahassee records, we do have staff and equipment to load trucks; however, the Contractor will need to provide the staff to unload the trucks at the records destination.

Question: For moves of “surplus property,” will the agency have their staff load and unload as well, or will we provide labor for surplus property?

Answer: The Contractor will need to provide labor for loading and unloading. The Contractor will also be required to provide all moving equipment to do each job (i.e., dollies, hand trucks, speed packs and moving blankets if needed).

Question: I have contracts with trucking companies that can fulfill the contractual requirements. Am I able to bid as a freight broker?

Answer: No, we prefer not to have the services brokered or sub-contracted.

Question: Is this solicitation specifically for trucking companies?

Answer: The solicitation is for both property/equipment (office furniture and electronics) moving and secure state records moving across the state. The solicitation is for companies that can provide both services.

Question: Are you looking for full-service moving companies or just the transportation of product?

Answer: We are looking for both together. We need full service moving services and secure records trucking services statewide.