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HomeMy WebLinkAbout1999-08-17; City Council; 15359; Accept Proposal For Library Relocation ServicesCIT-OF CARLSBAD - AGENT? BILL ACCEPTANCEOFPROPOSAL FOR LIBRARY RELOCATION SERVICES I RECOMMENDED ACTION: Staff recommends Council adopt Resolution No. 9 9- 29% , accepting the proposal from National Library Relocations, Inc., for library relocation services for the new Carlsbad Library. I ITEM EXPLANATION The opening of the new library sets in motion a series of transfers of equipment and materials between that new building and three other current locations. These other locations are the Cole library, the branch library and the library storage warehouse. The transfers will take place in three phases: Phase one: Transferal of office contents, collections and associated equipment from the Cole library and the Media/Graphics office to the new library. Transferal of collections from the library storage warehouse to the new library. I Phase two: Transferal of some collections from the current branch library to the new library. Phase three: Transferal of the remainder of the collections from the branch library to the renovated Cole library. Transferal of collections from the library storage warehouse to the Cole library. Transferal of all remaining contents from the branch library to the Cole library and the City warehouse. In accordance with Section 3.28.140 of the Municipal Code, Requests for Proposals were sent to eight contractors. Three proposals were received. The proposals were evaluated by the Library staff in the areas of cost, adherence to specifications and references from previous customers and experience providing complicated library relocation services. Based on the results of the evaluation, Library staff recommends that the proposal of National Library Relocations, Inc. at a cost of $65580.00 be accepted. An evaluation summary is attached to this agenda bill. FISCAL IMPACT Funds for these services are available as a part of the new library project budget. EXHIBITS Evaluation Summary Resolution No. w- XL ./- July 7,1999 -. TO: KEVIN DAVIS FROM: Assistant Library Director SELECTION OF MOVING COMPANY FOR NEW LIBRARY A team of library staff reviewed proposals received from three companies: C & M Transfer, COR-O-VAN, and National Library Relocations (NLR). Each proposal was rated on cost, responsiveness, staff training and experience, references, appropriate experience, and proposed planning process. Factors were added to the rating scale to give greater weight to appropriate experience, cost, and responsiveness. The average total scores made National Library Relocations the clear first choice, even though their total cost was the highest. The library recommends that NLR.be awarded a contract to manage the move of Carlsbad City Library facilities to take place this September. Attachments . b ! I E I< \ II x i < c: I b 3 ( J I h . 3 < 3 II h 3 C 3 I D (1 c $ ii ii $ P f : d E 5 X I\: II 3: a 1< 0 II 3 3 < 3 II b 3 Sheet1 Movers --- comparison Responsiveness of woposal Nat’l Librarv Relocations ots of detail about how a library move will be accomplished letails of staff experience and staff training letails of how items will be moved and how the building will be protected Costs of Service Nat’l Librarv Relocations ‘base I 19 movers/packers 4 drivers 1300 packing containers 9 days@ 8 hrs/day no cost breakdown Cor-o-van C&M Transfer 12 helpers 2 supervisors 4 drivers 31 hours I movers supervisors 3 packers drivers 3 hours $32:050 $39,520 ‘base II 9 movers/packers 1 driver/van 1 day @8 hrs 2 helpers 1 supervisor 2 trucks with drivers 8 hours 6 movers 6 packers 1 supervisor 1 van with driver 1C I hours no cost breakdown $2,450 $3,680 hase III 14 movers/packers 12 helpers 4 inter-filers 2 supervisors 4 drivers/vans sxtra time for inter-filing 10 days@ 8 hrs/day 16 hours to move ) movers I packers supervisor vans with drivers I hours no cost breakdown $18.850 $14,040 aterials: $2040 3TAL $65,580 $53.350 $59,280 Cor-o-van jeneral proposal nainly costs I C&M Transfer general proposal mainly costs I Page 1 Sheet1 Strenqth of recommendations and amount of Libras movinq experience Nat’l Libranr Relocations only moves libraries has moved many public and academic libraries with comparable and larger collections contacts provided for references letters of recommendation included Cor-o-van many corporate moves contacts provided for references C&M Transfer many corporate moves letters of recommendation included Page 2 _- RESOLUTION NO. 99-292 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, ACCEPTING A PROPOSAL AND AUTHORIZING THE EXECUTION OF A PURCHASE ORDER. WHEREAS, the City of Cartsbad requires library relocation services for the new Carlsbad library, and; WHEREAS, proper purchasing procedures have resulted in the receipt of proposals from qualified contractors; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad as follows: I., The proposal of National Library Relocations, Inc., 70 Bridge Road, Central Islip, NY 11722, is hereby accepted. 2. The Mayor of the City of Carlsbad is hereby authorized and directed to execute a contract for these services, a copy of which is attached hereto, for and on behalf of the City of Carlsbad for the period of one year. 3. The Purchasing Officer is hereby authorized and directed to issue a purchase cwder for library relocation services to this contractor. PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad held on the 17 day of August , 1999, by the following vote to wit: AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin NOES: None ABSENT: None ATTEST: (SEAL) 6 THIS AGREEMENT is made and entered into as of the 17th day of August , 19 99 , by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as “City”, and NATIONAL LIBRARY RELOCATIONS, INC., a corporation, hereinafter referred to as “Contractor.” RECITALS City requires the services of a moving services Contractor to provide the necessary relocation services for activities necessary to transfer equipment, books and related items to the new Carisbad library; and Contractor possesses the necessary skills and qualifications to provide the services required by the City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. CONTRACTOR’S OBLIGATIONS The Contractor will perform moving and relocation services as specified in: l The request for proposal titled “Moving Services for the New Carlsbad Library” which was due on June 24,1999. l The Contractors proposal submitted in response to the above request for proposal which is attached as Exhibit 1. l The timetable which is attached as Exhibit 2 l This agreement. -l- rev. 2/26/99 2. CITY OBLIGATIONS The City shall make available the facilities involved in the relocations during the agreed upon hours and provide City staff supervision during hours of work. 3. PROGRESS AND COMPLETION The work under this contract will begin on the dates specified in Exhibit 2 and end within the period stated in the contractor’s proposal for each phase. Changes to time frames may be granted if requested by the Contractor and agreed to in writing by the Library Director or Assistant Library Director. 4. FEES TO BE PAID TO CONTRACTOR The total fee payable for the services to be performed shall be $65,580.00. The total payment for each phase shall be as follows: Phase I, $34620.00; Phase II, $4,680.00; and Phase III, $26,280.00. No other compensation for services will be allowed except those items covered by supplemental agreements per Paragraph 8, “Changes in Work”. 5. DURATION OF CONTRACT This agreement shall extend for a period of one year from date thereof, or upon the acceptance by the City of all work to be performed by the Contractor, whichever occurs frrst.. The parties shall prepare extensions in writing indicating effective date and length of the extended contract. 6. PAYMENT OF FEES Payment of approved items on invoices received before the fifth day of the month shall be mailed to the Contractor prior to the last day of the month the invoice was submitted. -2- rev. 2/26/99 7. CHANGES IN WORK . If, in the course of the contract, changes seem merited by the Contractor or the City, and informal consultations with the other party indicate that a change in the conditions of the contract is warranted, the Contractor or the City may request a change in contract. Such changes shall be processed by the City in the following manner: A letter outlining the required changes shall be forwarded to the City by Contractor to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. A Standard Amendment to Agreement shall be prepared by the City and approved by the City according to the procedures described in Carlsbad Municipal Code Section 3.28.172. Such Amendment to Agreement shall not render ineffective or invalidate unaffected portions of the agreement. 8. COVENANTS AGAINST CONTINGENT FEES The Contractor warrants that their firm has not employed or retained any company or person, other than a bona fide employee working for the Contractor, to solicit or secure this agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this agreement. For breach or violation of this warranty, the City shall have the right to annul this agreement without liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fees, gift, or contingent fee. 9. NONDISCRIMINATION CLAUSE The Contractor shall comply with the state and federal laws regarding nondiscrimination. -3- rev. 2/26/99 IO. TERMINATION OF CONTRACT This agreement may be terminated by either party upon tendering thirty (30) days written notice to the other party. In the event of such suspension or termination, upon request of the City, the Contractor shall assemble the work product and put same in order for proper filing and closing and deliver said product to City. In the event of termination, the Contractor shall be paid for work performed to the termination date; however, the total shall not exceed the fee payable under paragraph 4. The City Manager shall make the final determination as to the portions of tasks completed and the compensation to be made. 11. CLAIMS AND LAWSUITS The Contractor agrees that any contract claim submitted to the City must be asserted as part of the contract process as set forth in this agreement and not in anticipation of litigation or in conjunction with litigation. The Contractor acknowledges that if a false claim is submitted to the City, it may be considered fraud and the Contractor may be subject to criminal prosecution. The Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims *Act, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If the City of Carisbad seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney’s fees. The Contractor acknowledges that the tiling of a false claim may subject the Contractor to an administrative debarment proceeding wherein the Contractor may be prevented to act as a Contractor on any City project for a period of up to five years. The Contractor acknowledges debarment by another jurisdiction is grounds for the City of Carisbad to disqualify the Contractor from the selection process. 4% (Initial) -4- rev. 2/26/99 The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026, 3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference. 4- (Initial) 12. JURISDICTION The Contractor agrees and hereby stipulates that the proper venue and jurisdiction for resolution of any disputes between the parties arising out of this agreement is San Diego County, California. 13. STATUS OF THE CONTRACTOR The Contractor shall perform the services provided for herein in Contractor’s own way as an independent contractor and in pursuit of Contractor’s independent calling, and not as an employee of the City. Contractor shall be under control of the City only as to the result to be accomplished, but shall consult with the City as provided for in the request for proposal. The persons used by the Contractor to provide services under this agreement shall not be considered employees of the City for any purposes whatsoever. The Contractor is an independent contractor of the City. The payment made to the Contractor pursuant to the contract shall be the full and complete compensation to which the Contractor is entitled. The City shall not make any federal or state tax withholdings on behalf of the Contractor or its employees or subcontractors. The City shall not be required to pay any workers’ compensation insurance or unemployment contributions on behalf of the Contractor or its employees or subcontractors. The Contractor agrees to indemnify the City within 30 days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers’ compensation payment which the City may be required to make on behalf of the Contractor or any employee or subcontractor of the Contractor for work done under this -5- rev. 2/26/99 agreement or such indemnification amount may be deducted by the City from any balance owing to the Contractor. The Contractor shall be aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and Consultants that are included in this agreement. 14. CONFORMITY TO LEGAL REQUIREMENTS The Contractor shall cause all final reports to conform to all applicable requirements of law: federal, state and local. Contractor shall provide all necessary supporting documents, to be filed with any agencies whose approval is necessary. Contractor agrees to allow City or its designated representative to monitor, audit, review, and examine the methods, procedures, and results of Contractor. 15. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports, and specifications as herein required are the property of the City, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports, and studies shall be delivered forthwith to the City. Contractor shall have the right to make one (1) copy of the plans for its records. 16. HOLD HARMLESS AGREEMENT Contractor agrees to indemnify and hold harmless the City of Carlsbad and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the performance of the work described herein caused in whole or in part by any willful misconduct or negligent act or omission of the contractor, any -6- rev. 2126199 subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except where caused by the active negligence, sole negligence, or willful misconduct of the City of Carlsbad. Contractor shall at its own expense, upon written request by the City, defend any such suit or action brought against the City, its officers, officials, employees and volunteers. Contractor’s indemnification of City shall not be limited by any prior or subsequent declaration by the contractor. 17. ASSIGNMENT OF CONTRACT The Contractor shall not assign this contract or any part thereof or any monies due thereunder without the prior written consent of the City. 18. SUBCONTRACTING If the Contractor shall subcontract any of the work to be performed under this contract by the Contractor, Contractor shall be fully responsible to the City for the acts and omissions of Contractor’s subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this contract shall create any contractual relationship between any subcontractor of Contractor and the City. The Contractor shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Contractor’s work unless specifically noted to the contrary in the subcontract in question approved in writing by the City. 19. PROHIBITED INTEREST No official of the City who is authorized in such capacity on behalf of the City to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving -7- rev. 2/26/99 of this agreement, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer or employee of the City who is authorired in such capacity and on behalf of the City to exercise any executive, supervisory, or similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. 20. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the City, either before, during or after the execution of this contract, shall affect or modify any of the terms or obligations herein contained nor entitle the Contractor to any additional payment whatsoever under the terms of this contract. 21. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 18, “Hold Harmless Agreement,” all terms, conditions, and provisions hereof shall inure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors, and assigns. 22. EFFECTIVE DATE This agreement shall be effective on and from the day and year first written above. 23. CONFLICT OF INTEREST The City has determined, using the guidelines of the Political Reform Act and the City’s conflict of interest code, that the Contractor will not be required to file a conflict of interest statement as a requirement of this agreement. However, Contractor hereby acknowledges that Contractor has the legal responsibility for complying with the Political Reform Act and nothing in this agreement releases Contractor from this responsibility. -8- rev. 2/26/99 24. INSURANCE The Contractor shall obtain and maintain for the duration of the contract and any and all amendments insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the work hereunder by the contractor, its agents, representatives, employees or subcontractors. Said insurance shall be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Bests Key Rating of not less than “‘A-Y and shall meet the City’s policy for insurance as stated in Resolution No. 91403. A. Coveraoes and Limits. Contractor shall maintain the types of coverages and minimum limits indicated herein, unless a lower amount is approved by the City Attorney or City Manager: 1. Comprehensive General Liability Insurance. $1 ,OOO,OOO combined single- limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits shall apply separately to the work under this contract or the general aggregate shall be twice the required per occurrence limit. 2. Automobile Liability (if the use of an automobile is involved for contractors work for the City). $l,OOO,OOO combined single-limit per accident for bodily injury an’d property damage. 3. Workers’ Compensation and Employer’s Liability. Workers’ Compensation limits as required by the Labor Code of the State of California and Employer’s Liability limits of $1 ,OOO,OOO per accident for bodily injury. -9- rev. 2/26/99 4. Professional Liability. Errors and omissions liability appropriate to the contractor’s profession with limits of not less than $l,OOO,OOO per claim. Coverage shall be maintained for a period of five years following the date of completion of the work. 6. Additional Provisions. Contractor shall ensure that the policies of insurance required under this agreement contain, or are endorsed to contain, the following provisions. 1. The City shall be named as an additional insured on all policies excluding Workers’ Compensation and Professional Liability. 2. The contractor shall furnish certificates of insurance to the City before commencement of work. 3. The contractor shall obtain occurrence coverage, excluding Professional Liability which shall be written as claims-made coverage. 4. This insurance shall be in force during the life of the agreement and any extension thereof and shall not be canceled without 30 days prior written notice to the City sent by certified mail. 5. If the contractor fails to maintain any of the insurance coverages required herein, then the City will have the option to declare the contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order that the required coverages may be maintained. The contractor is responsible for any payments made by the City to obtain or maintain such insurance and the City may collect the same from the contractor or deduct the amount paid from any sums due the contractor under this agreement. -lO- rev. 2/26/99 25. RESPONSIBLE PARTIES The name of the persons who are authorized to give written notices or to receive written notice on behalf of the City and on behalf of the Contractor in connection with the foregoing are as follows: For City: For Contractor: Library Director City of Carlsbad 1250 Carlsbad Village Dr. Carlsbad CA 92008 26. BUSINESS LICENSE Contractor shall obtain and maintain a City of Carlsbad Business License for the duration of the contract. Name MiChae\ I);<\(- (Ua+ioha[ d;trr&v\l V 0 lOC4i r’ons Address 70 01 id 9% & 0. rl -ll- rev. 2/26/99 27. ENTIRE AGREEMENT This agreement, together with any other written document referred to or contemplated herein, embody the entire agreement and understanding between the parties relating to the subject matter hereof. Neither this agreement nor any provision hereof may be amended, modified, waived or discharged except by an instrument in writing executed by the party against which enforcement of such amendment, waiver or discharge is sought. CONTRACTOR: NATIONAL LIBRARY RELOCATIONS, INC. (sign here) Executed by Contractor this 13 \)Ph?V;t Mi\lW, 5Lcre)q.v~ (print name/title) \ J By: ~~~ (sign here) KAREN R. KUNDTZ, Assistant City Clerk sco”k Mc\(ec q?&T (print name/title) (Proper notarial acknowledgment of execution by Contractor must be attached. Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant treasurer must sign for corporations. Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.) APPROVED AS TO FORM: RON&Q R. BALL, City Attorney BY: -l-J- &$st&Zity Attorney elm -12- rev. 2126199 Stateof /VI!%u %J/ k onthis /P +A dayof +#&~~t , 199.9 pbeforeme pemonallycaxne .SCd % , to me known, who being by me duly sworn, did depose and say that he is the (~J.P q ; d e-L * L brc.e CL-X. the corporation described in and which executed of the above instrument, that he knows the seal of said corporation; that the seal aflixed to said imtrument is such corporate seal, that it was so afEixed by order of the Board of Directors of said corporation, and tit he signed his name thereto by like order. My commission expires I,& UNIERIL- lkdByfwcintta~of , la 46505Wim Ixp a State of tieti VOY K county of 5#0\ K ss- onthis Wh day of personally c- \)I +1gK9bs... 4 mic Yi,L\ef ~~knowQwho , beingbymedulyswonqdiddeposeandsaythatheisthe SPCVP \avq of oL+kd L; br &“4 R&dia?s 7-n c. I I the corporation described in and which executed of the above instrument, that he knows fie & of said corporation; that the seal afiixed to said instmment is such corporate seal, that it was so af&d * by order of the Board of Directors of said corporation, and OrdtT. My commission expires DAVID E. FEhAUTO NOTARY PUBLIC, State of New York No, 30-4790360 Qualified in Suffolk County Commission Expireb May 31, w EXHIBIT 1 i bUtLSBAD CITY LIBRARY MOVING SERVICES FOR THE NEW CARLSBAD LIBRARY Due: Thurrrday June 24,1999 - 5=00 PM NA~ONALLIBRAR'YRELOrA~ON§,INC. 7OBri&eRaad 1 centsslIelip,New~~~k117ZZ-1411 . Afi smvbs and co& enciiawd he&n an accmmtkwnd authorrFrcd 4: Sco# Mb, lkGknt - NLR a) OFI;ERER: NAITONM L.lBRARYRELocQTIoIS, &VC. 70 BRIDGE ROAD CENTRAL ISLIp, NEW YORK 11722-1411 PHONE& l-800-486-6837 516-232-2233 FAX: 5 16-232-2236 b) Person authoiized to contmtmlly obligate the orgahization: Scott Miller, President c) Name, Title, hone # ofpemon author&d to negotiate the contract fbr the olpnization: MicbaelDick RegionalsaIesManager I-800-486-6837 5 16-232-2233 360-576-7055 d) Name, Title, Phone # fix clar%uio~ Michaei Dick RegiodSaIes Manager l-800486-6837 5 16-232-2233 360-576-7055 June 22,1999 Mr. Kevin Da* Buyer PLnchasingD- CARLSBADCITYLIBRARY 1200 Carbbad Village Drive Carl&ad, CA 92008 . RE: LIBRARY MOVING SERVKEIS DearMr. Davis: National Libmry ReIti&ns, Inc, is pleased to submit the Mowing proposal for the relocationoftheCarlshadCiiLibrary. Ihopetbatwemaybe~alinmakixjgthis asmooth, eBiciit, and successM transition for the library. Naa’wtalLibnrry m Inc, is a New York based, privately held izot-poration. It was originated as a total library service corporation- NCR handles approximately Gfly to seventy-five library projects per year. These projects range tiom simple shifts to total library moves. We also handle special&d projects such as interior plan&g and layout, vacuuming, security stripping, bar coding, merges and segregations. ft is most important that the mover chosen to relocate a hw be well versed in h’brary science. Ourcompanyis~~inthatwespecialize~on~rnovingh~s.-Wehavea~ stafMat is totally &miliar Gith all types of classi&ations and any types of integration or segregation CanbehandledbyOWstaff. One of our nxxt recent moves was the Nq Mexico State Lr&rary. This project invqlved the do&on of two sepamte entities - Ll’brary and Archives - into a single new facility. It inchded the transfer of -a 300,000+ vohune book collection and the segregation, relocation, resequencing and interliling of 1.2 million volumes of US and State documents. A huge Special Co&ctions division and a Reference CMection were also moved along with the entire hw staff. In addition, all collections were vacuumed prior to leaving the old building. At the same time as the New Mexico project, N&H& Library Relodibns, Inc, packed and moved to temporary storage 180,000 v6hnnes fix the City of Orange Public Library in California. Approximately 400 sections of shelving and six (6) trailer loads of fiuniture were also moved to storage. Both projects were completed on schedule and within budget. 70 Bridge Road, Central ldip NY 11722-l 411 TEL 516-232-2233 . FAX 5 16232-2236 CARLSBAD CITY LIBRARY PageTwo June22,1999 NahadLhwyR~hc,o~awide~eof additional seT$cesalongwithour totalrelocation service. They are as follows: m l m 8 m 8 8 B 8 8 8 D n 8 Integration and SegFegation 0fcoJlections smingofpartialcolIections Move spec-ns co-naoflplanning Budget figures vacuuming ofcollectioas Shelving layouts muimnent- Shelfreading Inventory of cxdectbns Library of congress ComQxsbns Book s?xhing of end of semester books AJIshelvingneeds - Barding l Book storage NATIONAL LIBRARY RELOCATIONS CARLSBAD CITY LIBRARY November 1998 December 1998 Jaawry /February 1999 FebmagIMarch 1999 March 1999 AQriilgw May1999 JUDO1999 July 1999 August 1999 Dartmouthc~sQecialcollectians BerldeyPublicLii Huntin@o Public L~lbrary - ?d#n Metro~~UtanMuseum of Aft(ckaniag~ject) MuhnomahcuuatyLibmly(Pbmenr) YIVO Instime ofJewish Rewarch Califhia htitute ohtegd Rescard NorthCJisthzPublicLibrary omilgePubllcLibray(Phase11) Traven+eArcaDiiLii cmtml-stareuniversicy -PubiicLibmry sierra vista Publii Lliary Gmtoa Public Library orange Public Library SUNY-Binghamton CapeFear Coinme College Columbia Univerdy Yoakers Public Llbrery Co&l Medical Library SaiatLa- Ull~ (l%aselr) Welkslq College (Phase I) Charlotte A&ckleabmg i Mid Hill Braad Hdy C- Abby oxiixd coirege of Emdry university worcese P&ic Library Cohnnbia Uriiwrsity (Butler & L&maw Lhries) Ethical Cultwe - FieIdston !kbooi SheltcrRockEtancntary School Oyster Bay High School Amhefst college HotchkdSchool: uuunomah sciml system Holloman Air Force Base NYU hstitute of Pine Arts Cornell University Medical College New RocheIle High S&d LdaElemenraq School Miwury College Wellesley Cotlege (Phase II) St. r.awmMm univemity (Phase III) Rcconstnctionist Rabbii CoIkge NH ‘. CA NY NY OR NY CA NY CA Mr MO CAY AZ MA CT NY NC NY NY NY .%JY NC VA GA NY NY MA CT OR NY NY NY PA VT NAYlONALUBRARYlElOCAYlOMS CARLSBAD CITY LIBRARY Page Three htle22,1999 NidionatLibrmp Rdmahm, Inc, recoe that ourrolei as yow&ocation contractot invo~smorethanthemerephysicalmoveofthebookcollectioas. Weate.&evitallhkiuthe tratrPitionofvlnious~~~tbeitoldbcatiorrstoanewsequenceinanewlacation. During thk~ion,ourpositionwinbeto Irlidkelibraryanduser~nandinw~. N&d ubnuy Rw Inc, :accepts the respwsii fix project plarhng, imp~tion and execution of jdur zdocdon project. Asptirt of th& pkumiug stage, we wilt _ A. SetupapreIimitm$meetingwah.libraryMoveCoordinatortodiscussand detcrmhe collectionmove quences audlo~ B. Layout and cobr code colection location bhm prin5s. C. Assign a staRto tag 8ncI l8beJ co~ions to be moved. D. Provide fbr build@ protection E. Hokhbilyprogress~ F. S~~~bgs~co~ionupdatesasto)ocationof~,maierials tI-zhtandnextdaysschedule. G. Assist Iibrary with coIIectiou spacing and shelffin ratios. NATIONAL LIBRARY BELOCATtONS CARLSBAD CITYLIBRARY Page Four Jum22,1999 I@EXUTME CONSULTANT/ADVISOR RJESUMF; The success of a library relocation is ~~dependent~~upon the supervisory 60ntrol fipar the preliminary planniistagestothepost-moveservices. TheAwonaI~R~ team is skiki toexecute the tasks. The following list of executive consuItauts and advisors will e~~enipIi& the dc$h of experiace and abiiea ourh4anagementTeamoffer. I%tskhtofamR withovertwlmtyfiveyearsoffifst-h&@ence in consultatiion, coordinating and contm&g expwience in managing all aspects Of Ir’braryrebchns. This immlvanent inch speaking with client committeas to assist in making overall plans for n&xatioti; ~gmeet~~withdcpertmentheadPtoorientthemonhawthemovewillproaeed;detailedanalysisin oonjundtionwith haiordesigtxsandsu~orstoschedulethevarious lictiv%~tbatmust becordgleted prior to the transfer, supervising marking of plans for tmffic flow of the book qillec4ion out of thepresent ~and~~the’new~~in~tloaplans~preparing~andpeRonalsupecvision during the phjGcd nmve. Mr. Milk is a graduate architect and has beets personally involved with many of the majorliire&&m6throughouttheoamtry. Hecommitnhimselftototalinvo~tinallaspectsofyour move fi-om planning stages through the completion of the physical move. Afbwteqw~indusby~ihatspensall~of~ endsah Mr.Dklc ha!9oveftenyeamofexp&nce in hi relocations and has bea immlved in over 100 library reIocations throughout the country. Mr. Dick is t college graduate and is cur~tlythe West Coast Sales Manager. His . ~anddadicabion~eachof~prajec&istotafendhegetsdirectlyinvolved~the~~s~eduling and supwisii oflibmry projects. He is also availabte for consultation and to meet wig library staffto explain their responsibilities dtig a prajcct Id Ms. PM, R@&al Sales Manager, holds a Masta’s Degree in Library Science and has over IS years exe in the fidd of Iii. Hmbac@ound inch&s wo+ iu autoiimtion, +aloging, ref&ence, and audiovisual services for both ac4emic and public libraries. Prior to entering the &cation industry, she fimctioned as the Assistant Dir&or for Fub!ic Sen4ces t Automati& & a Community-Technical College. Diane has been applying her library skiIls in this re&ed area for the @is! three years an! has been integrally involved in a number of ventures including managing the barcoding of 2,000,OOO volumes at a large public university. CARLSBAD CITY LIBRARY Page Five hlIE22399 JOB Scott Miller Miiksel Dick DianePhI KeesEdchml Pew mom. Jr. David McNeil1 Swan SheIdon PERSONNE& LIST Twenty five yaw e8perience ltwving lamirk. Moved over three hondred librds. B.S. Dqree in Architstwe - ,Nm. YorklnstiMeofTechrloI~. FOarteenplUSt?SpdWk Movfxlover1ooIitgark(U~ . Washin@n Univusity, Linda Hall Libnwy, University of British Cohanbia, USAF Academy). ‘Fifbeen ytaT!b expkde ia the field of liip, Master% Dq@ebL~brsr]rSciw~ce. Wo&edin~~~~G~,catalosin& fefaeace, and audiovis~ sefvkcs fbr botb academk aIxi public libraries. Nine yearsexpaienct. Moved ovm 150 libraries (handled Vane- Public Library, Kean College, thive&y af AlabarmcS~ Co- Sam Francbco Pub& Libriuy, Univwsity of British Cohzmbia, Yivu Iasfitute fix Jewish Reseed, Columbia University). Nine yeurs expdme. Moved ov& 150 I.Amries ‘(haded vllncamr Public Llawary, washingw. UniYersity, San Francisco Pubiic Library, and most ready Uoivcrsity of British Columbia ‘which invoked llsl iote@h of 200,000 vohmm into a collection of 600,000 vohames). Master’s Degree in Library Sciace ti University of South cmoKIla pllldoned .ils snpervisor m&r Assist8nt Proje4? Manager ti the fdlowing A!LR projects: Traverse Area District Libmry (‘MI), Multnomah County (OR), and Be&&y (CA) Public L~‘brary. Over hnelve yaus ia the library field at Charlotti Pubiic and Johnson C. Smith Libraries. AfLS fhm ‘I&as Wornan’s ,Univcrsi$ Extend& expcdeiux in C&dog& Technical Services, and related ~puter 8pplicatioas. Building Commirfw - design and cawru&n of New Mexico State Library. The bllowing employees have been on at least forty (40) liiii &catiow for N&wlLidnvy &tindms, Imz: Charles Fk%IliIl8 RobertPagan Nathan Eckade Mike sutton Daniel Kehoe Joseph Sutton Scott Miller, Jr. James !3&&ber HAYIoNiu LIBIMRY RElBcanoNs CARLSBADCITYLIBRARY Page Six June22,1999 NAYtONI& UBNANY NELOCANONS THE FOLLOWING PAGES ARE EMPLES ‘OF OUR TAGS AND I.JiBELS WHICH ARE USED TO CC&OR- COORDINATE THE VARIOUS LIBRARY COLLECTIONS, . OUR LABELING SYSTEMS ENABLE US TO SIMPLIFY AND EXPEDITE EVEN THE MOST COMPLEX MOVE. NATIONAL LIBRARY RELOCATlONS IYSTRUCTIOYAL SIGbl NRMAlm tiMAllY RELOCAYIONS NATIONAL LlBRARY RElOCATlONS CARLSBAD CITY LIBRARY Page Seven June22,1999 . Describtion Llhary ColEection -Books RareMaterials LibraIySheIving File Cabinets ComputerTeminals CaFdcatalogs Oliice Equipment Electronic Equipment copy Machine Pictures & Fragile Of&e Equipment JtEWCATION METHODS -Method Moved on lding carts Moved on ovexsize C&hithOnly~shehres Movedinsemritycarts--ifneeded SeCtiO~IWvedOndO~ShelVeSmovediIl commercial bins (48”%24”x28”) Turned on eml and moved on dollies Mow on dollies in upright position PaddedmdplacediIlcommerc ial bins (48”~ 24”ti,8”) Padd&placedincommerc ial bins (48%24”x 28”) or packed in original boxes and trzmsported Dmwemyrappedwithco~edpaperand movedondol!iesim@ghtposition. ’ Padded.md moved on overskd roling carts Wrgppedmdmovedinlargeco~ Must be itmiked (heeded) befbre moviag- moved in upright position and transported Padded and secured in commercial bins (48% 24308”) NATIONAL URRARY RELOGATIONS URLSBAD CITY LIBRARY Page Eight Jw22,1999 CO~CTION RELOCATK@f N~~~Z~,in~~~nwahtheL~MoveCoordinator~ holda~~~~toplaotbebcationaadsequenceofslmaterialsiotheGeeeralCollections, Becauseofthe~ofmaterialsinthesecollectioos,~sequencin&iayoutandtaggingwinbe cfitid. ~pf0c&mstobeu&dwiUbedimssedin~attheprsmovemeetiagbutwiU include the folio-: A. Ident@arrttagcollectionhathsi@tbee?rihglibrary. C. Ide&fjumdtagdes@at-ol&tionhatio~in~~. D. VerifL shelffjll ratios f6r gene& circuWng colkctio& E. Provide c&or coded location plan fbrvarious~cokctims. G. Provide ibr monitored tdic flow in public areas. NATIONAL LIBRIUIY RElOGATI@NS CARLSBADCITYLIBRARY Page Nii June 22,1999 NATIONAL LIBRARY RELOCATION& XNCq G FR&TEiWRJEWTEMPORARY HELP ~t~~Z~,willendeavorto~.~~Owapersonnelintbecritical ams0ftbisrebcatb~ BecauseOfthe~~~Oftheptojed,Our-persoIlnelwillOveiseet9the -’ ~awiwbadiogoftbemateMstobei&e@~ Anybcalbelpwillwo~fnconjunctionwitb ” OUltrainedhistaff. Anylocal~~woukibe~inthecorrect~dsofb~aadunloadiog.~~ the cow way to pick-up materials and’tbe way to pu& our book bins This bstructbn will t+ce piacepriortothe~~veaadwillbeconducted~our~~~~r- Thc&proc@mswiliinsmatlpemmel~vea~~eandkno~~~ oftherrraterialstheywi.ubeinvo~withmo~. . TRAINING PI~OCEDU~WMETH~DS ~038 EMPL~Y~H Every new empbyee of Nahnal Luinrrp Re+idons, he, starts working ai a ‘W pusher”. Their primary ~n&ility is to push the loaded bins &om.ihe old @atbh to the new kmtion DuringtheSdbwingtbmmont&oid‘bin~arepaired~wi&h~boolren and~einshvctedinthspo~mtbodsofb~aodualoadingbmsandhelpinbadingand unbading bins thmgh the booker. FoIlowiqgthistimeperiod,tboseHrboq~by,understaadiagthecobrcodingsystem,are Srrtherbstructdbtotheprocedureofiategtatbnsnd~gatbn Ourboo~*bave&sda minimum of six months.e~, dotheactuaI&dingandunbadingofmat&alsincorrect. sequence. Our supervisors have ii minimum of two years working experience and their cbvera# respons~&Iity is to assist the job coord&tor. m ‘+ job c&dirut~~ have Eve years expe&nce in h’brary moving and m irwolved in tbe.prc+nxwe nwtings, tagging and overall flow of the relocation. CARLSBAD CITY LIBRARY Page Ten JUlM22JJ99 IDENTIFICATION AND SECURITY Throughout the entire project, all N-d Libnsry RtdmWw, hc, empIoyees will be unifim4witbcorporate~tionprominent~disp~ Supen&orsintbevariousbcations . . &ntdMebyadi&rentcolormifixm ThisallowsthelibraryiistandeasyaccesstotbeZVZR ~ofmnnnaod. EacbarcawillbaveaNZRfb reman responsible for various job iimctions (i.e. stack foreman - loading, stack fixeman - u&Ming, traflic flow, etc.). Duringthecourseoftheproject,tbelibrary~~s~(atalt~)beunderditect controlofMRpersomeL At no time will h~materials be lefi umtte&diupubiicUhvaysor elevator areas. In ti past, A&ional Libmry Rew I-, has moved xtdlions of dollars of securities for a large brokerage house, paten& and f&nuIas fit an intemational pbannaceutical companyaswe~;rs~and~~b~ratebooksfbrvariouscollegesand~where semtitywasofutmostco- l%emlIingbookbiasweusecanbesecuredbyuseofacomgated sleevetbatfitsoverthetopandcoversaIlfbusides. ThebookbiuscamIsobe-stretch-wrapped. This method encloses tbe entire bin and its contents in a plastic cover. CARLSBAD CITY LIBRARY Page Eleven hlne22,1999 BUILDING PROTECTIOY N~~R~I~,wiuprovide~protectioniathreedistinctareas. - Wewinpzoviaeheavy~~cotner~andco~forcorners,doorfiamesand walls. carpetandslatefloorareaswillbe~~bymasoniteandptywoodcovering~ togetberatjohts Thiswill~~the-~~s~rnan~nvrrrirrgduetotheunusualamourrtof~c causedbythebookbhs. AnybuiEdingptotedio~curreat~JnpEeoeshouldbelefttofiacilitatethe move. Ekvator Pro&x&p We will provide mason&e and cloth pads to protect the interiors ofall elevators beiag used inthemove. . Shdvinn Protecti Wewillprovidecormgatedtocoverallendpanelsin~oewlocationa ThiswiIlproQxt against nicks and scratches. NATlONM illllURY RELOCATIONS CARLSBADCT-I’YLIB~Y Page Twehe June 22,1999 Na&vnalL~Rrlocalionql~, willsupplyttre following lsewicm equipment and materials for the City of Cadsbad Ll&rary l 100 Double Sided Rolling Library Book Carts l 30 Single Sided Rolliug Library Book Car&s l (4) 14-28’ Straight Trucks *AllNewssaryMo~Eciuipment: Ramps,DoIlies,HandTrucks,Bins,Etc. . * loo-4WhdDoilie!s l Pre-moveMeeting +PmgressMedug l WyUpdatedMovingJ-w *AilTZigSdLabels * Color Coded Bhre Priuts l Building Protection Corrugated fbr Walls and Comers Masmite/PlpmdfbrCaipetAm3s I * Shelving Proteztion Corrugated fbr End Pads * Elevator Prutection Cloth Pads + Iusurance Coverage NATIONAL UBMRY RELINWIONS LIBRARY BOCK CikRTS lo0 CARTS - 5 SHELVEiS WLXlZ’WX5’H 200 CARTS - 4 SHELVES 36”L x 15-r x 5’H 50 CARTS - 4 SHELVES 36”L X 12”W X 5’H 20 CARTS ADJUSTABLE SHELVES YVLX24"WX SH CARLSBADCITYLIBRARY Page Tlaeen hIne22,1999 MOVE’TIME F’IUM& The iidbwing is a move time fkamei schedule ibr the City of Carl&ad Library reiocation as fbkWS: Phase1 9workingdays~ (8bourdays) PhaseII 1 WOrkday w-days) *phase III 10workiugdays w-days), * Pkasc Note: Althoughtheproposalspecifiesphsse~tobewnpletodin~~~(‘l)~days. N~LibnrrpR~~,Znc,be~~~onrealistic~~averages,thatit will take up to ten (1.0) working days to complete this phase. SEOUENCE AND S~ULE OF MOVE priortothestartdate,NoblbnolLlbrraryR~Z~,wiHwork~thcMove Coordinator to determine arnove~eaadscheduEe..NLRestimatestbattbeentirereIocation will take approximately twenty (20) work& days of eight (8) hours in duratiq ‘Ibesequenceofth:collection~~winbedetgminedbytht~collect~nlayoutplan dewkqed by the h’bary. NLR,&icip&s multiple teams working simultaneously to relocate ti entire colkction. NTATIVE MOVE SEOUENa 1 MonthPrior Pre-nwemeetipgtb&ablishmove lseqm&anddisc~bgistics. 1 WeekPrior FinaIpre-movemeeting to final&move kt?qwmeandph Tag and label collectioi~~. staltcIeaningvalious collections. 2 Days Prior DeIiverequipnient. Install tluikhg protection. Move day Start moving collectbn~ as per move plan. rmorw muuu Wmws CARLSBADCITYLIBRAltY Page Fourteen June 22,1999 Phase I: 19 ltdoek- 4Drivcrs 1300 Packing cunm Phase n: 9 MovadPackers 1 DrivexJvan Phase III: 14 MoversfPplckers 4rnt* 4lIxvedvans runotu LIBRARI mcmo~s CARLSBADCITYLIBRARY Page Fifteen June22,1999 INSURANCE Pleasere~to~sampkpolicyinchmdedwithtbispro~sal Thispo6cyshoQusowliabitity iIlsumm limits. cargo itlsmmzis~edto$25,ooo.00pertruckload. Tllsmitcanbe~butis -Jycostprohi~. CARLSBADcITy.LIBRARY Page Sixteen June 22,1999 SELECTED Rl@ERENCEX$ NmM#icesloteLibrcvp Sauta Fe, New Mexico Mr.PZUllAg+S&projectMaaager 505-827-3803 Relocate collections (approximately 300,000 vdumes), fidture and shdviug. Vecuum collection, May 1998. NmiUexko~eR&Cc;ndc&h~~ Sauta Fe, New Mexico 87505 JohnMuchmore, DeputyDirector 505-476-7900 Rebcate 16,000 linear feet of mater@. Relocate Spanish & Mexican Atcti dated. ftom 1621 to mid 1800’s. Inte@tion of several large collections. Collections estimated value 280 milliondollars; April 1998. lh?h?@vpublicLibnrry Berkeley, Califbrnia Ms. Elena Engel, Central Ll&nuy Projest Manager 51045446095 Ext. 19 Relocate hbrary collection of 200,000 vohunes, selected equip&&, and of&e conteats from CentralL~&rary to Temporary Library. Relocate Admhktdve of&es to ternpow Administrative headquarters Relocate selected Ii collection, lihsbp, and equipment into storage, Nov 1998 CARLSBADCITYLIBRARY PageSeventeen June22499 W~oruia Jimtitatie of Trrltnsiogv Pasadem (hfihnh A4fLSandra~ 626-395-6412 CiVl@W&Slalc~ s-o,m* Mr. cby strong 916-654-0140 hpemise ad coordinate rare book move; apprmcimate~ 100,OUO vohutxs with an esthmted value of % billiori doilahq August 1994, Mr.,Jii segesta 805-664-3251 - -. '. Relocate qpro+ate~400,000 vo& co- ofMonograp4 Peridicals, oovernment - sndRe~colkctionstoanewbuilding,aiongwitb~ fidshbgs- Move was completed in eleven days; Decdm 1993. HrrnrQolilyArblicZi~ Eureka,cslifornia Ms. Judy Klappmtb, Director of Llhmy Services 707-445-7513 Relocate appxwdmateb ZOO,OOO vohmes. htegmt~ 35,000 vokrmes i storage decti~~ Relocate Special CoiIections; Cktober 1995 mow lluflanv~locATlOwS CARLSBADCITY LIBRARY Page Eighta Jme22,1999 Ms. Eleanore Scmitit, Associate Director Rekxzampp~ly9,ooOlinear~ofmaterial Dizmultled reasemble all shelving; August 1997. ~dorrurgc Orange, Califbmia Ms. Eugenia Wang, L~hary Service IManager 714-288-2572 Pack and rew, to temporary storage approximately 100,000 vohmizs. Dismantle and stack approximately 350 sections of shdving. Relocate fhihue hue 1998. slrm/oniUn~~ Gmn Lmuy Paulto, Cal&d Mr. Erich Jacobs 415-723-9381 phase - Relocate 700,000 vohunes general collect& wihin budding and to storage Facili~, April 1993 &wJI -Relocate 700,000 volumes fipe&d qdlccth~ menuscripts government documents, and archives witbin building and to storage fhcw, June 1993 CAaLSBADCITYLIBMRY PageNii June 22,1%9 Uw of Cul#'on&, LaPAngdks Povdl Lii - 405 HilgarcAvesme ImAnge@ California Mr. Tom Fry / Phase1 Director Fornxdy with Univedy of Denver Mr.CurtCastberg/Pbase2 303-871-2007 phase - Relocate 200,000 Vohmxs to temporary E3cility move 3,000 pieces of fbaituq sep~1992. ,’ phase - Return collection after renotin firm a temporary ToweM Library to Powell L~hary; Julyl996. lhlivm& of son Frmrcl;sco SanFranciso, Califbrnia DeanTyronneChkon-Director 4154224167 Relocate approximately 500,000 volumes into newadditio~ Rehcate staff and miqoform cabinets; July 1997 Relocate Go VerBment DocumeIit collection sqYt* 1997 . h CARLSBAD CITYLIBRAFtY Page Twenty June22,1999 * NmldonolLibreryR~~I~,willp~~necessaryflypervision,laboraedequipmentto ‘%ucadXy relocate the Carlsbad City Library. cosT:........$~ioo - RAnoRAl LIBRARY RUoBAnow8 CARLSBAD CITY LIBRARY Page Twenty-One June22,1999 Ifyoushmldhaveany questions,orifthereisanywrryinwhichwemaybeofservioeto you, pIeasecalluponus.Maywesincere$~yoirforhaving~~~ustheoppo~to. shit this proposal and asswing you of our desire to merit your valued patronage, we remain, NATIONAL LIBRARY RELOCATIONS, INC. %ig+..&b. Michael J. Dick, Regional Sales Manager EXHIBIT 2 TIMETABLE PHASE I START DATE: SEPTEMBER 2,1999 PHASE II START DATE SEPTEMBER 20,199s PHASE Ill START DATE AFTER OCTOBER 4,199s (ACTUAL DATE TO BE DETERMINED) -13- rev. Z/26/99 fi - City of Carlsbad August 23,1999 National Library Relocations, Inc. 70 Bridge Road Central Islip, NY 11722 A;GftEEMENT Ft%&THE RELOCATION OF EQUIPMENT, BOOKS & RELATED ITEMS TO THE NEW CARLSBAD LIBRARY Enclosed for your reference are copies of Carisbad City Council Agenda Bill No. 15,359 and Resolution No. 99-292. These documents went before the Carlsbad City Council on August 17, 1999, where the enclosed Resolution was adopted, approving the agreement referenced above. Also enclosed is copy of the fully executed agreement for your files. If you have questions concerning the agreement, please call Kevin Davis, in the Purchasing Department, at (760) 434 2804. FD- Kathleen D. Shoup Sr. Office Specialist Ii00 Carlsbad Village Drive - Carlsbad, CA 92008-l 989 * (760) 434-2808 @