Moving Agreements
I. The Background
II. The Policy
III. The Process
IV. The Agreements
| ALLIED VAN LINES (No bidding required) | MAYFLOWER TRANSIT (No bidding required) |
| ALLIED VAN LINES | UNITED VAN LINES |
| GRAEBEL VAN LINES, INC. | |
| NORTH AMERICAN VAN LINES |
For more information please contact Procurement & Contracting Services (Purchasing Department.)
| Rob McMullen | or call 621-3067 |
| Ted Nasser | or call 621-5449 |
The Background
One of the most important first steps that a department can do to help their new hire get a great start at the University of Arizona is to ensure that their move to Tucson is handled professionally, and with kid gloves. Moving across the country, or just across the street, is one of the single most stress causing events that people ever experience.
In our pursuit to provide the University with the best moving services possible, we have established pricing agreements with 6 national moving companies, which offer highly discounted rates along with other benefits at no additional cost to new employees relocating to the University. Some of these benefits are: free valuation (insurance); waiver of peak transportation rates (during the summer months & holidays); discounted rates for international moves; discounted rates for current employees along with retirees. Since most of these agreements were not established via a competitive bid/proposal solicitation, at least 3 bids will need to be obtained if the move will be over $5,000.
Two agreements (bidding not required) have been established through the University's membership in the Educational & Institutional Cooperative (E & I) and are the result of a competitive sealed Request for Propoals process. The agreements are with: Allied Van Lines (Allied) through its agent Nor-Cal Moving Services (Nor-Cal); and Mayflower Transit (Mayflower) through its agent Dircks Moving Services (Dircks). While all of our moving agreements provide a multitude of benefits, using Dircks or Nor-Cal will afford the University with the following additional benefits:
- Preferential Status: The contract with E & I is one of the largest that Allied and Mayflower have. The University will receive preferential status by affiliation with this Key Account with Mayflower and Allied using the clout of more than 2,500 E & I member institutions.
- Bidding Not Required: Since the contract was awarded via a sealed competitive Request for Proposals (RFP) process, Nor-Cal and Dircks may be used without going through the bid process again, even if the amount is over $5,000.
- Highly Trained Drivers: Experienced, professional moving drivers have been in short supply in the last couple of years. By using Dircks or Nor-Cal, you will have priority access to highly trained, professional drivers that work for Allied or Mayflower or their agents. This lowers the risk of getting a driver who is an independent contractor, who may not be as skilled, loyal, or as motivated to provide the top-notch service that the University expects.
- Moving Consultant: A Certified Moving Consultant will be assigned to provide caring and professional guidance before, during and after your move.
The discount provided by Nor-Cal ranges from 55% to 65%, based on weight, length of haul and load time. The discount provided by Dircks is the equivalent of 66% regardless of shipment size, origin or destination. This may result in a higher estimate than the other contracted moving companies. However, we feel that the additional services and the other benefits stated above will out weigh the potential difference in cost, resulting in fewer problems and a better overall move for your new employee.
In order for your newly hired employees to start their new job in the most positive frame of mind possible, you should inform them, in the initial offer to hire letter or in a informational follow up letter, that the University has moving Agreements in place to ensure that their moving experience will be as positive as possible. A departmental contact along with a purchasing contact should be given to the new hire, along with which expenses are reimbursable, and which are not.
To ensure new hires of this “positive” moving experience, whether the University will reimburse them for the moving expenses or not, they should use the designated booking agents listed below, for the contracted national moving companies. They have been designated because they are very knowledgeable of our Agreement, the discounts, along with all of the additional “no charge” benefits afforded by our Agreements, and most importantly, they REALLY CARE. They are ALL committed to the best customer service possible.
The Policy
Under current FRS Policy #9.14, a new employee to the University, provided with a departmental moving allowance, can select a moving company to handle their relocation and then seek reimbursement from the University up to the amount of the department allocation. If the new employee utilizes the designated booking agents for our contracted national moving companies, they will be able to begin their employment with a very positive attitude and not wondering why they used that mover.
The Process
Due to our moving Agreements being in place, only one (1) “not to exceed” estimate is required by Procurement and Contracting Services, as long as the designated booking agents are used and the cost is less than $5,000. Step #1: The new hire should contact one of the designated booking agents below, as soon as possible. They should identify themselves as a new employee of the University of Arizona” and that they want the contract rate and benefits per the University of Arizona contract. The designated booking agent will then arrange for the local affiliate agent to schedule a walk through inspection with the new employee. This will result in a “not to exceed” quote or estimate. Step #2: If the estimate is under $5,000 and is acceptable to the new employee, they agree on the pickup and delivery dates and contract for the move. If the estimate is over $5,000, then 2 additional not-to-exceed estimates must be obtained, unless the estimate is from either Dircks or Nor-Cal. Step #3: Once they begin their employment, they submit the original quote or estimate, along with the acceptable original payment receipt to the department’s business office. Step #4: The estimate and receipt, along with the other required paperwork (see #6 of the FRS Relocation Policy #9.14, is then attached to a check request form and sent to Accounts Payable for reimbursement.
If a department will be paying for the move (as stated in the Hiring Form) via a purchase order instead of the normal reimbursement process, then the Steps are as follows. Steps #1 and #2 are the same as above. Step #3: The department then needs to promptly prepare an online requisition and send a copy of the estimate and a copy of the Hiring Form or Offer Letter to Procurement and Contracting Services as attachments. A purchase order will then be processed and sent to the vendor. Step #4: The vendor performs the move and invoices for payment, and Accounts Payable makes the payment.
Please keep in mind, and inform the new employee up front, that the move itself is solely the responsibility of the new employee. The contract for the move, along with any problems that may result from the move, is between the employee and the moving company. The University’s only involvement is the reimbursement to the employee or payment to the vendor. The new employee must handle any and all claims.
Questions
For questions or further information concerning the Moving Agreements, please contact either Rob McMullen, C.P.M., Senior Buyer, at 520-621-3067, by fax to 520-621-5179, or by email @ rmcmulle@u.arizona.edu, or Ted Nasser, C.P.M., Assistant Director, at 520-621-5449, by fax to 520-621-5179, or by email at enasser@u.arizona.edu.
Remember, the sooner a mover is contacted the better the chances are for being able to move on the dates that the employee WANTS to and not when the mover CAN provide the service.
Agreements
The following 2 Agreements do not require any additional estimates as they have already been competetitively bid.
ALLIED VAN LINES
E & I Cooperative Contracted Booking Agent for the University is:
Nor-Cal Moving Services
Contact: Darlene Bedel
Toll Free Telephone #: 800-543-4668
Local Telephone #: 510-297-4881
Cellular Telephone #: 510-385-4933
Facsimile #: 510-357-6111
Email: dbedel@nor-calmoving.com
OR
Jennifer Silva
Toll Free Telephone #: 800-543-4668
Local Telephone #: 510-297-4868
Facsimile #: 510-357-6111
Email: jsilva@nor-calmoving.com
Website: http://www.nor-calmoving.com/eandi.html
55% to 65% Discount on Packing & Transportation, based on weight, length of haul and load time
Free Valuation up to $100,000.00
Guaranteed Pick Up & Delivery Dates
Free Estimates (Binding, Not to Exceed Quotations)
V0002903810
MAYFLOWER TRANSIT
E & I Cooperative Contracted Booking Agent for the University is:
Dircks Moving Services
Customer Care Representative: Kim Lange
Toll Free Telephone #: 800-523-5038, ext. 5549
Direct Dial: 602-269-5549
Facsimile #: 602-477-2969
Email: klange@dircks.com
Or
Customer Care Representative: Thomas Whitby
Toll Free Telephone #: 800-523-5038, ext. 5501
Direct Dial: 602-269-5501
Facsimile #: 602-477-2921
Email: twhitby@dircks.com
Website: www.dircks.com
64% Discount on Packing & Transportation
Free Valuation up to $75,000
Guaranteed Pick Up & Delivery Dates
Free Estimates (Binding, not to Exceed Quotations)
Auto Transportation Experts
Office, Electronics and Laboratory Specialists
V0007046571
All of the following Agreements require 3 estimates if the amount exceeds $5,000.
Allied Van Lines
Designated Booking Agent for the University is:
Citizens Transfer & Storage Co., Inc.
Contact: Layne Lundeen, Vice President
Tucson Telephone #: 520-623-6301, extension 212
Cellular Telephone #: 520-631-6000
Facsimile #: 520-622-1137
Email: LLundeen@CitizensTransfer.com
Website: http://www.citizenstransfer.com
63% Discount on Packing & Transportation
Free Valuation up to $75,000.00
Guaranteed Pick Up & Delivery Dates (5,000 lbs or more)
Free Estimates (Binding, Not to Exceed Quotations)
V0007153930
GRAEBEL VAN LINES, INC.
Designated Booking Agent for the University is:
Graebel / Lightning Movers, Inc.
Contact: Tabitha Ginevra
Toll Free Telephone #: 800-373-6552
Facsimile #: 951-736-9262
Email: tginevra@graebel.com
Website: http://www.graebel.com
62% Discount on Packing & Transportation
Free Valuation up to $75,000
Guaranteed Pick Up & Delivery Dates
Free Estimates (Binding, Not to Exceed Quotations)
V0002286422
NORTH AMERICAN VAN LINES
Designated Booking Agent for the University is:
The Beltmann Group
Customer Care Representative: Irma Rumbarger
Main #: 562-623-4662
Direct Dial: 562-293-4525
Facsimile #: 562-623-4311
Email: irma.rumbarger@beltmann.com
Website: http://www.beltmann.com
Hours: 9AM-6PM PST
68% Discount on Packing & Transportation
Free Valuation up to $100,000.00
Guaranteed Pick Up & Delivery Dates & Expedited Transit Days
Free Estimates (Binding, Not to Exceed Quotations)
50% Discount on Storage-In-Transit
Premiere Class Auto Transport Service
Specialists in Lab moves - Cryogenic moving 104 Tariff
Corporate Class V.I.P. Service
V0000856270
UNITED VAN LINES
Designated Booking Agents for the University are:
Horizon Moving Systems
Horizona Moving Systems is an award-winning agent of United Van Lines, and provides local, Intrastate, Interstate and International relocations - for household, automobiles, labs, etc - offering customized solutions from full-pack, delivery and storage to do-it-yourself container options.
Contact: Rhonda Chaney
Toll Free Telephone #: 800-362-3462
Tucson Telephone #: 520-747-1505 extension 115
Cellphone #: 520-488-7829
Fax #: 520-747-1525
Email: rchaney@horizonmoves.com
Website: www.horizonmoves.com
68% Discount for Moving Household Goods
60% for Storage-In Transit
20% Discount for Moving Automobiles
Free Valuation up to $100,000.00
Guaranteed Pick Up & Delivery Dates and Expedited National Account Priority Service
Free in-person surveys performed, with Binding / "Not to Exceed" estimates
26683-0
OR
S & M Moving Systems
Providing local, interstate and international relocations
Director of Customer Service: Eileen Landon
Toll Free Telephone Number: 888-693-4113 Direct
Facsimile#: 562-693-5690
Email: eileenlandon@smmoving.com
Website: http://www.smmoving.com
64% Discount on Packing & Transportation
Free Valuation up to $100,000.00
Free Estimates (Binding, Not To Exceed Quotations)
Guaranteed Pick Up & Delivery Dates, & Expedited Transit Days
Specialists in Lab & Cryogenic Moves
Exclusive ShockWatch Claims Prevention Program
Ask About “SAM” Store & Move Container Program
V0007217886
Page last updated February 29, 2012