Household Goods Moving Service

With the end of the academic year approaching, we are entering a time where former or retiring faculty and staff are moving from the community, and new faculty and staff are moving in. The Purchasing Office wishes to provide information about moving contracts and agreements that may assist departments.

The Inter-University Council of Ohio Purchasing Group (IUC) has recently issued contracts awarded to two national moving services. The vendors are Atlas Van Lines and Graebel Van Lines respectively. These contracts have been competitively awarded by the IUC and as such, obtaining multiple quotes for moves is not required if using either IUC vendor. Departments may contact either vendor directly to obtain an estimate. It is reccommended to remind the agency that any required estimate is to be in accordance with the IUC contract. The IUC agreements may cover moves paid for by the University as well as moves that are jointly shared by the University and staff member. In addition, the IUC agreements cover moves fully paid by departing or retiring staff members.

Where payment for moving expenses of newly hired staff is authorized by the University, the preferred method of handling is for the requesting department to issue a requisition to the Purchasing Office, along with an attached copy of the IUC vendor's proposal, for issuance of a formal purchase order.

To help facilitate moves for a new staff member, the agent, when contacted, will arrange for an affiliated mover in the shipper's area to survey their move and provide an estimate. Again, please be sure to identify your association with Miami University, and request pricing under the IUC agreement.

When requesting estimates from movers, there are several things to consider. First, a large portion of any moving cost can be in origin packing charges, so it is suggested individuals consider doing some of their own packing, especially non-breakables, to keep costs down. Second, we suggest advising the estimator of conditions at the destination such as narrow and winding driveways, third floor apartments, or other conditions that won't allow large vans close to the building. In the absence of identifying special delivery requirements when the estimate is prepared, significant additional charges can result. Lastly, it is suggested that the staff member obtain a "not-to-exceed" or binding estimate which sets the maximum charge for the move. Avoid non-binding estimates, as add on charges can be significant.

If departments wish to contact Atlas Van Lines, you may contact any of the four agents as shown. However, the majority of moves have been handled by American Transportation Companies, Inc. in Cleveland. If using Graebel Van Lines, the home office in Colorado is to be contacted, who in turn will coordinate through a local (Fairfield, Ohio) agent.

We hope this information is helpful and should you have any questions or special circumstances, please feel free to contact the Puchasing Office at 9-9200.

Inter-University Council Contract # UN-030