Provision of Commercial Moving Services

Gwinnett County Board of Commissioners is requesting sealed bids for commercial moving services for the Voter Registration and Elections Division on an annual contract with four one-year renewal options, with bids due July 28, 2023 at 2:50 p.m. and a pre-bid conference on July 18, 2023 at 10:00 a.m. at the Voter Registration & Elections Warehouse in Lawrenceville, Georgia.

The scope covers moving election equipment from the warehouse to and from 154 polling locations throughout Gwinnett County for scheduled and unscheduled elections. Services include advance delivery (approximately one week prior), pickup on Election Day, advance voting location support, Election Night collection and return, and on-site project management. The 2024 schedule includes five elections: Presidential Preference Primary (March 12), General Primary/Nonpartisan General Election (May 21), potential runoff (June 18), General Election (November 5), and potential runoff (December 3). The contractor must furnish approximately twenty-four 26-foot trucks per voting period with a minimum crew of two bonded individuals per truck.

Bidders must submit a Fidelity bond with proof at bid opening; Bid, Payment, and Performance Bonds are not required. Insurance requirements include Statutory Workers' Compensation, Commercial General Liability ($500,000 per occurrence), Auto Liability ($500,000 per occurrence), and Umbrella Liability ($1,000,000). Cargo insurance is $100,000 per occurrence. Unit pricing must cover all personnel, moving trucks, equipment, fuel, and associated costs for a lump-sum fee per election, project management per election, and designated labor windows (5:00 a.m. to 7:00 a.m. and 6:00 p.m. to midnight). Pricing must remain firm for the initial term; percentage adjustments may be proposed for each renewal year.

The contractor must provide an E-Verify Contractor Affidavit, Code of Ethics Affidavit, and three references of similar scope and complexity. Award goes to the lowest responsive and responsible bidder. The County reserves the right to negotiate terms with the lowest bidder or split the award among multiple contractors. Questions are due July 19, 2023 at 3:00 p.m. to Jake Scarpone, Purchasing Associate II. Firms on the Gwinnett County ineligible source list or debarred or suspended vendors are ineligible. Electronic submissions are not accepted; bids must be received at the Financial Services - Purchasing Division, 75 Langley Drive, Lawrenceville.