Published 7:59 am Thursday, January 29, 2015
WINTON – Hertford County’s new $9.7 million Judicial and Government Center brings an added cost – moving files, records and office equipment from the heart of Winton approximately two miles out to the new buildings.
At their meeting here last week, the county Board of Commissioners voted to award a moving/relocation services contract in the amount of $123,088.
The measure was presented to the board by Assistant County Manager M. Ray Wiggins. He said the county, with the assistance of New Day Office Products & Furnishings, secured quotes from two companies.
“They are highly qualified moving companies capable of providing moving and relocation services for the county’s move into the new Hertford County Courthouse and Government Center,” Wiggins told the board.
Wiggins noted that this type of service can be awarded under a services contract, which does not require a formal bidding process, nor does it require the county to award the contract to the lowest responsible bidder. He added that the quotes from the two companies included a close study by county officials of the expertise, experience, quality of services and references of each of the moving firms.
“There was a difference of $7,825 between the quotes submitted by Harrison’s Moving & Storage ($115,263) and Kloke Group, Inc. Relocation Moving Storage ($123,088),” Wiggins noted. “New Day Office & Furnishings recommends that Kloke Group, Inc. be awarded the services contract based on Kloke’s extensive experience with court and municipality moves as well as their reputation in the industry for providing the highest quality moving and relocation services.”
Wiggins added that even though Kloke’s quote is not the lowest, county staff supports New Day’s recommendation based upon Kloke’s attention to detail and due to their performances with moves for the City of Portsmouth and Norfolk courts, and with relocating materials for libraries in Chesapeake, James City County and Williamsburg, VA.
“They have extensive experience in conducting moves for courts, libraries and local government,” Wiggins stated.
Commissioner Curtis Freeman asked about an added expense – above the quotes of the two firms – about moving court records. He said that price was set at $8,000.
“Will that $8,000 come out of the Office of the Courts money,” Freeman asked.
“If the outside agencies, such as the Clerk of Court, required or requested additional services such as packing, it may come at their cost,” explained Hertford County Manager Loria Williams. “For that reason we asked for two separate bids. That added cost is for packing the court records.”
Wiggins said once the contract is awarded, he along with a representative with New Day Office Products will visit with each county department head to identify their specific moving needs.
“We have suggested to the department heads that they not do any pre-packing at this point,” Wiggins said.
“What I do not want to happen is that we get the key to the new building and we’re ready to move and then have our departments not have a clue on what to do; what they’re moving; how they’re moving,” Freeman stressed about the possibility of having some of the pre-packing done now.
Noting their extensive experience and based on their references, Commissioner Johnnie Ray Farmer motioned to award the bid to Kloke, which passed without objection.
No timetable has been established for the move.