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Backup Documents 10/25/2011 Item # 6B 10 f Z si 1, �T!-t LE F S E 1J ID,f4 • 6 .oast Amine Storm c IIic. —Interstate Agent for Atlas 2020 Ortiz Ave Ft Myers,FL 33905 Tel:239-337-5550 Fax:239-337-5002 http://www.suncoastrnoving.com Page 1 October 25th, 2011 Collier County Presentation Good morning Board members, My Name is Frank Dethlefsen, I am the owner of Suncoast Moving & Storage Inc. and first I like to thank you for allowing me to come before you this morning. The reason I stand before you today is because I have exhausted all other avenues that are available to me. In July of 2010 my company relocated the Property Appraisers Office and as of today we have an unpaid balance of$6,923.57 of an originally billed amount of$58,727.55 approved for billing by the Facilities Management and the Clerks Finanace and Accounting Department of your County, which came before you for final approval on October 12th 2010. Collier County Facilities solicited in April of 2010 a sealed bid for the relocation services of the Property Appraisers Office. The bid was to include the disassembly, reassembly and relocation of the existing modular furniture and all other remaining furniture, computers, plotters, copiers, file cabinets as well as any boxes Ee to Radio Road. On April 27th, 2010 Suncoast Moving & Storage Inc. submitted its proposal and was awarded the contract on May 25th, 2010. Suncoast Moving & Storage was provided with Interior design specification by the Facilities Management department and the Property Appraisers Office (Vickie Downs) of Collier County. We (Suncoast)where told by both the Facilities Department and the Property Appraisers Office that no new modular furniture purchase would be necessary and that no changes based on the submitted design drawings would occur. Suncoast Moving & Storage engaged in relocating the Property Appraisers Office on July 12, 2010 and successfully completed the reconfiguration, installation and relocation with all requested changes by July 29th 2010. 6 B 160/" Smscoast Atovim & stor4e Inc. .•.—Interstate Agent for Atlas-- 2020 Ortiz Ave Ft Myers,FL 33905 Tel:239-337-5550 Fax:239-337-5002 http://www.suncoostmoving.com Page 2 October 25th, 2011 Collier County Presentation Suncoast Moving & Storage prepared its final invoice with all supporting documents signed off by the Property Appraisers Office on August 2°1, 2010 and forwarded it to the Collier Counties Finance Accounts Payable department. The Facilities Senior Project Manager Hank Jones and Staff(Robert Fuentes, Contract Manager and Clerks Finance and Accounting department) reviewed and forwarded our invoices for payment. On September 22, 2010 Suncoast Moving & Storage Inc. receives an email from Mr. Hank Jones which copies Skip Camp Director of Collier County Facilities, Bonnie Blair the Assistant General Operations Manager of the Clerks Finance and Accounting Department, and Suncoast Moving & Storage Accounting Department, which informs Suncoast that the Collier County Finance Department has prepared payment under contract number#10-5443 for the Property Appraisers Office relocation and asks for Suncoast Moving & Storage to please complete the attached wire transfer document, which would provide payment to Suncoast the following day. Mr. Hank Jones goes on to say in that email that the amount of the Transfer would be $49,620.49 and do to the total amount of Suncoast invoice exceeding the original Collier County Board approved Purchase Order of$50,000.00 would require additional Board of County Commissioner approval. The email continues to say that payment for the remaining $9,107.06 would occur after the Board of County Commissioners approves this item, which will be scheduled for October 12, 2010 and would be paid in the same manner(by wire transfer) if approved. October 12th 2010, you the Board of Collier County meet and approved under item E Administrative Services, section 3. the recommendation to approve purchase order 6B (dp_116/f/ oast itto ini & Stora a —Interstate Agent for Atlas 2020 Ortiz Ave Ft Myers,FL 33905 Tel:239-337-5550 Fax:239-337-5002 http://www.suncoastmoving.com Page 3 October 25th, 2011 Collier County Presentation 4500118122 to Suncoast Moving & Storage Inc. under the current Collier County Relocation Bid #10-5443, the amount of Suncoast billed invoice of$58,728.00 and further recommends to authorize the continued use of the referenced contract with Suncoast Moving & Storage Inc. Suncoast Moving & Storage Inc. bills the Collier County Finance Department on October 12th 2010 for the remaining $9,107.06, thinking that payment should arrive shortly after that date as originally suggested in the email from Mr. Hank Jones. Not having any response from the Finance Department, Suncoast Moving & Storage sends on October 20, 2010 an email to the Finance Department (Mrs. Blair) requesting Payment. Mrs. Blair responds to our email, informing Suncoast Moving & Storage Inc. that the remaining payment of$9,107.06 is now under review and her office will be in touch with us. Suncoast replies and asks if any additional information is needed and Mrs. Blair response in her email that no additional information is needed at this time. Time elapses and Suncoast Moving & Storage receives a call from the Finance Department (Crystal) informing our Accounting Department that the full payment of $9,107.06 will not be made but rather a new amount of$2,550.56 will now be wire transferred to Suncoast Moving & Storage Bank Account which was received on November 30th 2010, however falling well short of the full unpaid balance by $6923.97, we (Suncoast) ask for an explanation. The explanation we (Suncoast) are told virbaly by the Finance Department (Crystal), is that the improper contract pricing method for the Property Appraisers Office was applied. That instead of the current approved Contract#10-5443 that had been awarded in March of 2010, the previous contract 6B7 /w =_. .oast amino Ntoraf lc •.—Interstate Agent for Atlas-- 2020 Ortiz Ave Ft Myers,FL 33905 Tel:239-337-5550 Fax:239-337-5002 http://www.suncoastmoving.com Page 4 October 25th, 2010 Collier County Presentation put into effect in February of 2006, contract number#06-3984 for Full Service Professional Movers should have been applied. That contract had been renewed in February of 2009 for the period of one year, from June 20th 2009 until June 19th 2010 and was utilized to relocate the new Annex Building and the Finance Department further went on to say, since no official transfer of the 2006 extended contract to the new 2010 contract occurred, the pricing method of the 2006 contract would apply. I contacted the Finance Department (Crystal) and requested clarification of what my (Suncoast) Accounting Department had informed me of and responded in Suncoast defense that the new contract posted February 12th, 2011 and notice of award on March 17th 2010, was the implemented contract pricing used to provide a the bid to relocate the Properties Appraisers Office. Contract number#10-5443, the same contract number that the County Clerks Office asked you the Commissioners to approve on October 12th, 2010 for full payment of$58,727.55, and under that contract, additionally requested the renewal authorization of our Relocation Service Contract, which you the Board passed. The Finance Department (Crystal) apologized and stated that nothing can be done, a decision had been made and that is the end of it. I went on to reiterate that the Moving and Relocation Contract#10-5443 was issued in March of 2010 and that the Property Appraisers Office moved in July of 2010 well past the extended contract term which had expired in June of 2010 and that the submitted pricing structure was based on the 2010 awarded contract term and not on the old 2006 contract which was only extended to one year in 2009 and had expired. B r0/j 4/ 6 -� CONst Morin' & NtoI•:10 c 1I1(. •..•.Interstate Agent for Atlas"" 2020 Ortiz Ave Ft Myers,FL 33905 Tel:239-337-5550 Fax:239-337-5002 http://www.suncoastmoying.com Page 5 October 25, 2011 Collier County Presentation Unfortunately with no prevail and most noteworthy no written or other type of documentation to explain the position of the County Clerks Finance and Accounting Department other than this verbal communication and a Bank Transfer of a much lesser amount invoiced. Although repeated requests where made to receive a documented explanation defining the position of the County Clerks Office, to date none have been received. Suncoast Moving & Storage (I), than contacted Skip Kamp, Director of Facilities Management and asked him to assist us in final payment per his departments request under the already board approved contract#10-5443, and board approved payment balance on October 12, 2010. It is noteworthy that the County Clerks Finance and Accounting Department also submitted to you that request prior to your approval. Unfortunately Skip Kamp stated that he could not assist us in getting paid, since the County Clerks Finance and Accounting Department did not fall under his jurisdiction and went on to say that the department although part of the county, acts independently and not under any ones direction since it is a separately elected office. I reiterated to Mr. Skip Camp, that his department and the Clerks Finance and Accounting Department recommended payment and contract renewal in October of 2010. So at the end of 2010,just before X-Mass, I went to see the County Managers Office and asked to speak with Mr. Ochs to assist Suncoast in receiving final payment or a written explanation of the County Clerks Finance and Accounting Department position of not paying the remaining balance of$6,927.97. 6B SUM:01st &WWI • sti r-:» c Inc• s- �.�•Interstate Agent for Atlas"M' 2020 Ortiz Ave Ft Myers,FL 33905 Tel:239-337-5550 Fax:239-337-5002 http://www.suncoastmoving.com Page 6 October 25, 2011 Collier County Presentation Mr. Ochs was kind enough to assign Mrs. Lynn Price of his Office to assist me in resolving this issue, but echoed Mr. Skip Camps Director of Facilities previous message to me, that the County Clerks Finance and Accounting Department does not fall under the jurisdiction of the County Managers Office, but that Mrs. Price would assist in getting us a response. Mrs. Price contacted me prior to the Holiday of 2010 and it was agreed that we would correspond after the Holidays and the New Year. I provided Mrs. Price an overview of events that occurred to bring her up to speed as to the assistance my Company was seeking at the beginning of 2011. Mrs. Price replied back to me and stated that she had met with everyone in the County and that neither she nor anyone else she had spoken to understands the position of the County Clerks Finance and Accounting Department on this issue. Mrs. Price informed me that everyone from the Facilities Management Department and the County Managers Office where very apologetic as to the County Clerks position. Mrs. Price also had spoken with the County Attorney who per Mrs. Price, had spoken to the County Clerks Office on this matter and according to Mrs. Price had advised payment. Unfortunately Suncoast stands before you now October 25t 2011 still unpaid and without an official explanation from the Clerks Finance and Accounting Department and kindly asks you the Board that approved Suncoast Moving Services Contract in March of 2010, as well as Suncoast payment for services rendered for the Property Appraisers Office in October 2010, which also included Suncoast renewal of moving 6 B . . A„,,,...4 Ntr ra∎ e hIci •. —Interstate Agent for Atlas-- 2020 Ortiz Ave Ft Myers.FL 33905 Tel:239-337-5550 Fax:239-337-5002 http://vnvw.suncoastmoving.com Page 7 October 25t, 2010 Collier County Presentation services contract for the County, that by the way, will not expire until April of 2012 to assist or guide Suncoast in resolving this unpaid balance or at minimum ask the County Clerks Office to provide a written position as to why they continue to ignore our monthly submitted invoices that now are 15 months past a satisfactorily completed relocation of the Property Appraisers Office, and which now have accumulated in access of$2500.00 in interest and penalties for none payment. Again, I want to thank this Board for the opportunity to stand before you this morning and stand by for any questions or comments you may have. Respectfully Frank U. Dethlefsen President Suncoast Moving & Storage Inc.