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
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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
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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,&
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State of tieti VOY K
county of 5#0\ K ss-
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the corporation described in and which executed of the above instrument, that he knows fie & of
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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 @