Agenda 10/12/2010 Item #16E 3
ltf';ffi No. i 6:::3
Octcber "12, 2010
P3;8 1 of 5
EXECUTIVE SUMMARY
Recommendation to approve Purchase Order 4500118122 to Suncoast Moving &
Storage, Inc. under Bid #10-5443, Full Service Professional Movers, in the amount
of $58,728 for moving the County Property Appraiser's offices and to authorize
the continued use of the referenced contract.
OBJECTIVE: To pay Suncoast Moving & Storage, Inc. in full for moving the County Property
Appraiser's offices and to obtain moving services in a timely manner going forward.
CONSIDERATIONS: Bid #10-5443, Full Service Professional Movers, was awarded
administratively on March 24, 2010, as the annual expenditure under this bid was not expected
to exceed the normal $50,000 threshold for Board Approval.
In May, three quotes were received from qualified firms to supply comprehensive moving
services to relocate the Property Appraiser's Office. One responder was disqualified due to a
stipulated exclusion in his quote. Suncoast Moving & Storage, Inc. was the low quote at
$43,405, and was awarded the job under Sid #10-5443, Full Service Professionai Movers. The
actual move was scheduled to take seven (7) calendar days, including weekend and nightiime
work. During the detailed planning of the move with the Property Appraiser's personnel,
purchase order modifications totaling $6,215.49 were issued and authorized administratively.
These modifications covered specialty packing supplies for the Appraiser's maps and other odd-
sized documents, as well as for some reconfiguration of the Appraiser's existing furniture 10 fit
into the new spaces.
During the actual, physical move, errors in the existing furniture components were discovered
while disassembling the modules. As a result, additional fumiture reconfiguration work was
required by Suncoast Moving & Slorage, Inc. to avoid prolonged delays in the move. In the
module reassembly phase, work-around plans were implemented to avoid purchasing
additional, new modular components and the inherent procurement delays. The physical move
actually required twelve (12) calendar days to complete, and Suncoast submitted verified details
of their actual costs and expenses. Staff is in agreement with Suncoast Moving & Storage,
Inc.'s change order request for an additional $9,107.06. Because the final, agreed upon total for
the work performed under this purchase order now equals $58,727.55 and exceeds the $50,000
limit, Soard approval is required.
As a result of the property appraiser move, total expenditures under the annual contract for all
projects now exceed the formal competitive threshold. Hence, staff is requesting that the Board
authorize the continued use of the contract through the current contract period (March 24, 2011)
at which time the contract will be either be re-competed or renewed. To avoid having this
problem under this contract again in the future, staff intends to procure moving services
requiring the reconfiguration of modular furniture separately.
FISCAL IMPACT: There is no fiscal impact to the project because adequate provision for
actual moving expenses was included in the BCC approved project for relocating the Property
Appraiser's offices. Moving the Clerk of Courts from the Courthouse to the Annex (no trucking
- required) cost an average of $56,000 per fioor, which was similar sq.ft., and did not involve
moving a major computer room as did the Property appraiser.
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GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This matter involves a simple moving project. Three responsive
bids were received. One bid was for $52,625.73, another was for $56,342.50, and the winning
bid was for $43,405. The vendor that bid the lowest (and was thereby awarded the job), now
requests additional compensation bringing their final price to $58,727.55 (35% over its bid
price), which is above both rejected offers. The concern is that approving change orders without
sufficient cause undermines the entire competitive bidding process.
In addition to this concern, on Page 3 of its price quote, the Vendor states that the services it is
offering is a "Turn Key Relocation" and that it is providing a "Turn Key Price estimate." A copy
of Suncoast's quote is attached as back up documentation to this agenda item. An offer to
provide "turnkey" services generally refers to an obligation by the offering party to incur the risk
of performing and completing all the services offered. In this instance, Suncoast is now seeking
to increase its original turnkey price quote. ConSidering that Suncoast expressly specified that it
would be providing these moving services on a turnkey basis, the additional expense it now
seeks seems incompatible with its original bid.
With the noted concerns, provided that the Board finds that there was a sufficient change in
scope of this project from that which was originally bid, the item is legally sufficient for Board
action. -JAK
RECOMMENDATION: That the Board of County Commissioners approves Purchase Order
4500118122 to Suncoast Moving & Storage, Inc. in the amount of $58,727.55 and authorize the
continued use of the awarded contract through the end of the initial contract period.
PREPARED BY: Hank Jones, Principal Project Manager, Facilities Management Department
/\oenda liUrTl i.lo. 16:::3
- <>=:~ber i 2,2010
3 of 5
COLLIER COUNTY
8D.ARD OF COUNTY COfv'W/HSSrON::::RS
Item Number:
Item Summary:
1GE3
Recommendation to approve Purchase Order~' 5001-': e122 to SU:lca8st Moving & Storage,
Inc under Sid #1C.EA43, Full Servic~~ Profe~,;:ior-:ai fv.avers, in the 8mount of S58,728 for
moving :he County Pi"Ope~ty f:,ppiai5~-rs offi:-e$ and tc au:hol':::::e tne cOlltli1ucd use o~ the
referenco::d Gmtract
Meeting Date:
1 O/~ 2/201 0 9:00:00 ,t,r'll
Prepared By
Henk Jones
ProJec! rl!;znager, ?rinci;C.=1
Date
Adminio;.h?tivp Sf'rViS0S
Div!sion
Facilities r,':2naQsrn(;nt
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Approved By
Skip Camp, C.F.t/..
Director. F8d1iUes flIl2r1.Bgs:nent
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r:acilities fI;En2f'S'~C'n1
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Approved By
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October 12. 2010
Page5of5
'um:t .\\u,ill
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Interstate Apent for Atlas
2020 Ortiz Ave Ft Myet'5. fL 33905
Tel: 239.337.5550 Fax; 239--337-3350
http://www.suncoostmoving.com
April 27, 2010
Page 3.
After having received and reviewed the current layout of the property Appraisers Office and having
received the anticipated new design layout for there new location, it appears that areas in the new
design have modular workstation currently non existing.
Please note, that in the event you desire additional workstations to be purchased, Suncoast through its
redesign team can provide you with state contracted modular furniture purchases of this product in
access of 71 % discount.
Should you have this access modular furniture in your storage inventory no additional purchases will
be required, but a site visit to view the stored items for its condition and additional parts would be
required.
Not having had contact with the space design architect and the ability to view the actual built out of
the new space on Radio Road for the Property Appraisers Office, it is difficult at this time to
determine if certain parts for set up of the modular furniture will be required (90 degree angles, draw
rades and trim works), this of course will be as you stated Robert, determined at future project
meetings scheduled by you and if not in Collier Counties inventory, can be purchased at the state
contracted 71 % discount rate already in place.
SWlCOast crews are always accompanied by a Project Manager, who understands your job
requirements and ensures a timely and safe completion of your project. Our supervisors and workers
are badged in accordance with Collier County Government badging requirements and are fully
uniformed.
Sunconst Moving & Storage mythology of establishing the cost for this Turn Key Relocation was
derived from the on site visit and instruction received, it established a complete inventory of modular,
non modular furniture, electronic equipment, and boxes needed, as it has been presented to us at this
time.
Following is the Turn Key Price estimate for all departments, inclusive of all conunon areas,
storage, vault and conference room, future site visits for the development and reconfiguration master
plan as it has been presented to SWlCOast.
Total Estimated Cost: $43,405.00
Our mission is to provide solutions and serve our customers with honesty and integrity. My staff and J
sincerely hope that we can continue to earn your business. Should I have not addressed a certain item
or you need clarification on this estimate, please don't hesitate to contact me.
Sincerely,
Frank U. Dethlefsen
President
Suncoast Moving & Storage Inc.