Specialty Moving Services for Museum / Archives

Sarasota County is requesting bids on specialty moving services for the relocation of historical collections and artifacts from three temporary storage facilities to the new Sarasota County History Center at 110 Apex Road, Sarasota, Florida under IFB #262896MF, with bids due November 3, 2026. The County will not award local or American business preferences due to grant funding requirements.

The scope encompasses transportation, unpacking, installation, and project management for approximately 6,239 total items across 13 distinct categories: 230 artworks, 3,039 boxes of archival records and books, 970 oversized flat boxes or bound volumes, 490 tubes of archival records, 810 stackable artifact boxes, 120 non-stackable fragile boxes, 18 gondolas of unboxed objects, 54 map cases, 20 crated oversized objects, 270 uncrated large artifacts, 190 film cans, 20 aerial photo cases, 30+ boxes of archival supplies, 33 pieces of office furniture and equipment, and 93 shelving units. Materials are currently stored at the Sarasota County Criminal Justice Center, Cattlemen Complex Building F, and Osprey Library. The contractor must plan the entire move and provide full project management throughout. Work hours are restricted to 8 a.m. to 6 p.m. Monday through Saturday at the Criminal Justice Center and Cattlemen F, and to library closure times at Osprey Library. The County will supply specified moving and packing materials (foam, archival tissue, boxes, bubble rolls, kraft pads, specialty films, pallets, and moving blankets); the contractor is responsible for all additional equipment, personnel, packing supplies, damage restoration, permits, street closures, telehandler rental and operation, and shelving reassembly.

Bidders must demonstrate a minimum of two references showing experience providing packing and moving services of historical artifacts or fine art for cultural heritage institutions within the past seven years. Award will be made to the responsive and responsible bidder submitting the lowest total bid price. Pricing must include all trip charges, mileage, vehicle charges, travel time, labor, equipment rental, specialized handling materials, and project management services. The County anticipates the building will be substantially complete by November 6, 2026, with the move estimated to require 2–4 weeks occurring between November 2026 and February 2027. Insurance requirements include Workers' Compensation with $100,000 minimum employers liability limits, Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, Business Automobile Liability of $500,000 combined single limit, and Bailee's or All Risk Property insurance at full replacement cost. All contractor personnel must pass Florida Department of Law Enforcement criminal background checks and CJIS clearance before accessing county facilities. Responses must be submitted through the OpenGov Procurement portal.