Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreements with Moving Companies for On-Call Moving Services
RECOMMENDATION:
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Adopt a resolution authorizing on-call moving service Agreements with Anchor Relocation Service, Inc., Crown Worldwide Moving and Storage, LLC and MEK Enterprises, Inc. for the term of June 10, 2025 through June 9, 2030, each in an amount of $200,000, for a total aggregate amount of $600,000.
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BACKGROUND:
The Department of Public Works (Department) manages space use, logistics, and coordination of departmental moves and relocations.
To coordinate moves and relocations, the Department retains on-call moving companies to provide moving services for various projects.
It is anticipated the Department will require the use of moving services for the renovation of County Office Building 1, the Planning & Building Department’s relocation, and the Assessor-County Clerk-Recorder Department’s relocation, all of which will include disposal of surplus furniture in addition to the Department’s standard moving service usage.
DISCUSSION:
On April 18, 2025, the Department released a request for proposals (RFP) for on-call moving services. The Department received proposals from four moving companies and Department staff reviewed the submittals for completeness, qualifications, and price. Based on this review, the Department recommends Anchor Relocation Service, Inc., Crown Worldwide Moving and Storage, LLC, and MEK Enterprises, Inc. as the most qualified companies to provide moving services based on the County’s needs. The RFP Matrix describing the process and selected companies is attached as Exhibit A.
The not-to-exceed amount for each agreement is $200,000, for a total aggregate not-to-exceed amount of $600,000 for all three Agreements.
The Department will issue separate Task Orders for each project and will detail the requirements of the project, including a scope of work and a not-to-exceed amount. Fees for individual Task Orders for specific projects or the sum of the fees for the various individual Task Orders, should the firm be assigned to more than one project, will not be greater than the not-to-exceed amount of the Agreement.
The Department requests this Board authorize the Director, or designee, to execute amendments to the Agreements, which modify the County’s maximum fiscal obligation by no more than $25,000, in aggregate, per Agreement, and/or modify the contract for services provided the modified services is within the current or revised fiscal provisions. The term of the agreements will be for five years from June 10, 2025, to June 9, 2030. Any contract amendments above the Director’s authority would be brought to this Board for approval.
The County Attorney has reviewed and approved the resolution and agreements as to form.
COMMUNITY IMPACT:
The Department is committed to providing consistent, high-standard services for County facilities irrespective of department, location, or size of the space. The Department’s mission and commitment is to provide high quality services to the community and the staff who provide services to the community. The use of moving services is crucial to the Department’s planning and delivery of County department space changes and moves, thereby improving the overall effectiveness and responsiveness of community services.
FISCAL IMPACT:
The term of these Agreements is from June 10, 2025, through June 9, 2030 for an amount not to exceed $200,000 for each Agreement or $600,000 for all three Agreements. Funding for these Agreements is included in the Department of Public Works Adopted Budget for FY 2024-25 and will be included in future fiscal year budgets.
There is no additional impact to the General Fund.