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HomeMy WebLinkAbout1999-09-14; City Council; 15383; Faraday Building Project Relocation and Movingrw - CITY OF CARLSBAD -AGENDA BILL AB# i43ti3 m: APPROVAL OF AGREEMENT FOR RELOCATION MTG. 9/l 4199 PLANNING AND MOVING SERVICES FOR THE FARADAY BUILDING PROJECT ~ DEPT. CD RECOMMENDED ACTION: Staff recommends the City Council ADOPT Resolution No. 4 y- q/o approving an agreement with COR-O-VAN Moving and Storage, Incorporated for relocation planning and moving services for the City’s Faraday Building Project. ITEM EXPLANATION: The City Council has appropriated funds in the current Capital Improvement Program budget (CIP) for the development of the Faraday Building Project, City Project Number 36471. Representatives of the City work units relocating to the new facility have formulated a “MOVE Team” to manage the planning and relocation into the new building later this calendar year. The MOVE Team prepared a Request for Proposal for formal responses from three (3) San Diego County based private moving companies to undertake the physical move of all equipment, furniture, systems, computers, files, and related materials into the new facility. On July 20, 1999, eleven (11) members of the MOVE Team convened and reviewed in depth the detailed responses to the City’s Request for Proposals from the three (3) private moving companies. The consensus recommendation from the MOVE Team is COR-O-VAN Moving and Storage, Incorporated for this work. References have been verified and the final details of the scope of work and fee schedule have been negotiated over the last several weeks. Attached for the City Council’s review and approval is a consulting agreement which will formally retain COR-O-VAN Moving and Storage, Incorporated to undertake this work. Staff recommends approval of this consulting agreement. FISCAL IMPACT: The total fee to be paid for this work is $53,106.25 which includes all planning meetings with City staff, materials, supplies, special equipment, manpower, and related expenses to complete the move into the City’s new facility. These costs are budgeted in the project budget for the Faraday Building Project. EXHIBITS: 1. Resolution No. 99 ; ?/ 0 approving a consultant agreement for relocation planning and moving services for the City’s Faraday Building Project. 2. Consulting Agreement. -. RESOLUTION NO. w-310 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY 3 OF CARLSBAD, CALIFORNIA, APPROVING A a CONSULTANT AGREEMENT FOR RELOCATION 4 PLANNING AND MOVING SERVICES FOR THE CITY’S FARADAY BUILDING PROJECT. CITY PROJECT 36471, 5 6 WHEREAS, The City Council of the City of Carlsbad, California has previously 7 appropriated funds for the Faraday Building Project, hereafter referred to as the “Project;” and 8 9 10 11 12 13 14 WHEREAS, a scope of work, fee schedule, and consultant agreement with COR - 0 - VAN Moving and Storage, Incorporated has been prepared for relocation planning and moving services for the Project; and WHEREAS, the City Council hereby finds it necessary, desirable, and in the public interest to proceed with the relocation planning and moving services required of said Project. NOW, THEREFORE, be it resolved as follows: 15 16 17 1. That the above recitations are true and correct. 2. That a consultant agreement with COR-O-VAN Moving and Storage, Incorporated is 18 19 20 21 hereby approved and the Mayor is authorized to execute said agreement. Following the Mayor’s execution of said agreement, the City Clerk is directed to forward copies of this resolution and agreement to COR-O-VAN Moving and Storage, Incorporated, attention: James W. Clayton, 12375 Kerran Street, Poway, California 92064 and the Community Development Department. 23 24 25 26 27 PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City Council on the 14 th day of-, 1999 by the following vote, to wit: 28 I/ 7 4 AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin NOES: None ABSENT: None (ATTEST) ALETHA L. RAUTE KAREN R. KUNDTZ, Assistant City Clerk (SEAL) -2- AGREEMENT FOR RELOCATION PLANNING AND MOVING SERVICES FOR CITY’S FARADAY BUILDING PROJECT THIS AGREEMENT is made and entered into as of the 20th day of August, 1999, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as “City”, and COR-O-VAN MOVING AND STORAGE, INCORPORATED, hereinafter referred to as “Contractor.” City requires the services of a professional relocation planning and moving Contractor to provide the necessary services for the City’s move into a new facility at 1635 Faraday Avenue; 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 Contractor shall provide relocation planning and moving services to City in accordance with the attached scope of work and fee schedule identified as “Exhibit A” incorporated by reference and made a part hereof. 2. CITY OBLIGATIONS City shall pay Contractor in accordance with the fee schedule identified in attached Exhibit “A.” City shall designate an authorized representative to coordinate all City activities. City shall make available to Contractor all existing and available -1 - rev. 2/26/99 buildings, facilities, materials, furniture, systems, and related equipment to assist Contractor with carrying out this scope of work. 3. PROGRESS AND COMPLETION The work under this contract will begin within ten (10) days after receipt of notification to proceed by the City and be completed within the schedule to be collaboratively created by both City and Contractor. Extensions of time may be granted if requested by the Contractor and agreed to in writing by the City Manager or his authorized representative. The City Manager or his authorized representative will give allowance for documented and substantiated unforeseeable and unavoidable delays not caused by a lack of foresight on the part of the Contractor, or delays caused by City inaction or other agencies’ lack of timely action. 4. FEES TO BE PAID TO CONTRACTOR The total fee payable for the services to be performed shall be on a time and materials basis not to exceed $53,106.25. No other compensation for services will be allowed except those items covered by supplemental agreements per Paragraph 8, “Changes in Work.” Contractor shall prepare sufficiently detailed invoices on a monthly basis to be forwarded directly to City’s authorized representative identified in Paragraph 27, ” Responsible Parties.” 5. DURATION OF CONTRACT This agreement shall extend for a period of two (2) years from the date thereof. The contract may be extended by the City Manager for two (2) additional one (1) year -2 - rev. 2/26/99 periods or parts thereof, based upon a review of satisfactory performance and the City’s needs. 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 the invoice shall be mailed to the Contractor within 30 days of receipt of the invoice. 7. FINAL SUBMISSIONS This paragraph not used. 8. 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. . -3 - rev. 2126199 9. 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. 10. JUONDISCRIMINATION CLAUSE The Contractor shall comply with the state and federal laws regarding nondiscrimination. 11. TERMINATION OF CONTRACT In the event of the Contractor’s failure to prosecute, deliver, or perform the work as provided for in this contract, the City Manager may terminate this contract for nonperformance by notifying the Contractor by certified mail of the termination of the Contractor. The Contractor, thereupon, has five (5) working days to deliver all project work product and related documents owned by the City and all work in progress to the City Manager or his authorized representative. The City Manager or his authorized representative shall make a determination of fact based upon the documents delivered -4 - rev. 2/26/99 7 to City of the percentage of work which the Contractor has performed which is usable and of worth to the City in having the contract completed. Based upon that finding as reported to the City Manager, the Manager shall determine the final payment of the 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 lump sum 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. 12. 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 -5 - rev. 2/26/99 or in reckless disregard of the truth or falsity of information. If the City of Carlsbad 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 filing 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 public work or improvement for a period of up to five years. The Contractor acknowledges debarment by another jurisdiction is grounds for the City of Carlsbad to disqualify the Contractor from the selection process. & (Initial) 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. B (Initial) 13. JURlSDlCTlON 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. 14. 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 -6 - rev, 2/26/99 9 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 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. 15. CONFORMITY TO.LEGAL REQUIREMENTS This paragraph not used. rev. 2/26/99 -7 - 16. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports, schedules, inventories, 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, schedules, 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. 17. REPRODUCTION RIGHTS The Contractor agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in City and hereby agrees to relinquish all claims to such copyrights in favor of City. 18. HOLD HARMLESS AGREEMENT Contractor agrees to indemnify and hold harmless the City of Carlsbad and its officers, offtcials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any willful misconduct, or negligent act, or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. 19. 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. -8 - rev. 2/26/99 20. 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 cqntract 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. 21. 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 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 authorized 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. -9 - rev. 2/26/99 22. v 5 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. 23. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 17, “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. 24. EFFECTIVE DATE This agreement shall be effective on and from the day and year first written above. 25. 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. -10 - rev. 2126199 26. JNSURANCE 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, his 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 Best’s Key Rating of not less than “A-Y” and shall meet the City’s policy for insurance as stated in Resolution No. 91-403. A. . . Coveraaes and I tmtts, 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 Contractor’s work for the City). $1 ,OOO,OOO combined single-limit per accident for bodily injury and property damage. -11 - rev. 2/26/99 3. Workers’ Compensation and Employers 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. 4. Professional Liability. Errors and omissions liability appropriate to the contractor’s profession with limits of not less than $1 ,OOO,OOO per claim. Coverage shall be maintained for a period of five years following the date of completion of the work. B. 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 -12 - rev. 2/26/99 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. 27. 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: Title Municipal Projects Manager Name John J. Cahill Address 2075 Las Palmas Drive, Carlsbad, CA 92008 For Contractor: Title Corporate Services Representative Name James W. Clayton Address 12375 Kerran Street, Poway, CA 92064 28. BUSINESS LICENSE Contractor shall obtain and maintain a City of Carlsbad Business License for the duration of the contract. 29. ENTIRE AGREEMENT This agreement, together with any other written document referred to or contemplated herein, embody the entire agreement and understanding between the -13 - rev. 2/26/99 - 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. Executed by Contractor this 20th day of August, 1999. CONTRACTOR: -O-VAN MOVING AND STORAGE ATTEST: ALmA LWENWNZ City Clerk KAREN R. KUNDTZ, Assistant City Clerk (Proper notarial acknowledgment of execution by must be attached.) (Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant treasurer must sign for corporations. Othennrise, 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.) SEE ATTACHMENT FOR OFFICIAL NOTARIZATION rev. 2/26/99 -14 - /7 . tXHlBlT “A” , I f f i ’ 3: a 5 - h . . j . I z ; !S ii t ‘;i I- P i ! 1 4 1 c - QUALITY IN ACTION July 15, 1999 Mr. John J. Cahill, Municipal Projects Manager City of Carlsbad Community Development 2075 Las Palmas Drive Cartsbad, California 92009- 1576 Dear Mr. Cahill, COR-O-VA N appreciates the opportunity to provide you with information and a cost for your forthcoming move. If any item is not entirely clear to you, I ask that it be brought to my attention at your earliest convenience. COR-O-VAN delivers a wide variety of commercial relocation services meeting the needs of the smallest customer to exceeding the expectations of large corporate moves. COR-O-VAN’S professional services include: Pre-Move Consultation Services, Executing The Move, Post Move Follow-Ups, Modular Furniture (Installation and Product), Records Management, Warehousing, Distribution, and Heavy Machinery Moving. COR-O- VA N and I would like to perform your move for you. It is our goal to provide you with accurate costs and “professional services” to insure you an economical move without any complications. It is our purpose at all times to render a considerate and thoughtful service that will merit your highest esteem. James W. C/ayton ’ Corporate Services AGENT FOR r%r. 3.4 C~EG? l 12375 KERRAN STREET. POWAY CA 92064-6801 . P.O. BOX 270099, SAN DIEGO, CA 92198-2099. (619) 748-1100 ZO ,_ l,,‘.. z,-Lgy -=‘;zE: SAN FRANCISCO * DUBLIN * SAN JOSE . TIJUANP.. B.C ca; P’JC T3303U GOR-O-VAN SCOPE OF WORKND KEYPOINTS +3 PRE-MOVE CONSULTATION SERVICES > Proper planning and prepara tion are essential for a successful move. This is one of the areas that we take pride in and like to stress this as a key component of your move. Your preparation willgreatly affect the cost and efficiency of this move. COR-O-VAN’S move team will dedicate themselves to the planning and implementation of the actual physical move. I will personally supen/ise the actual physical move until completion along with each key team member whose responsibilities require them to personally supervise their immediate personnel and projects. Also,. please review the enclosed pre-move information sheets. J Pre-Move Packing Meetings. J Packing And Labeling Instructions. J Content Marking System. J Floor Planning Preparation. J Timeline Coordination. J Employee Move Orientation. J Employee Pre-Move Packing Meetings On The Do’s and Don’ts Of Packing. l :* DETAILED MOVE SCHEDULE > Enclosed you will please find a very precise, detailed and workable move schedule which includes a complete timeline represented within a Gantt Charf in Microsoft Project. The schedule has been designed very carefully and is tentative, however it is flexible. +:* DESCRIPTION OF SERVICES “STRATEGY AND MANAGEMENT > COR-O-VAN’S strategy is to facilitate efficiency and eliminate problems prior to each move. J Move Strategy- “Planning. a +# Defined scope of the move. * Submitted quote. +6 Scheduled time frame. . +# Customer requirements addressed. +# Coordination between different venders. +# Move meetings. +K Scheduled packing meetings. +K Weekly operations meetings at COR-O-VA N- %OR-O-VAN Move Team.” #+ Equipment review at COR-O-VA N one week prior to each move. +K COR-O-VAN staffing meeting-one week prior to move- “COR-O-VAN Move Team.” 4 Review personnel; assign drivers, movers, trucks and equipment. J Move Strategy- “‘Implementation. ” +K Deliver packing materials and packing equipment. +K Stage packing materials, gondolas, panel carts, ‘and packing supplies. +K On-site during pack days to assist with the “‘Do’s and Don’ts” of packing. +# City of Carlsbad placing labeling placards identifying new locations and layouts. +K City of Carlsbad placing floor plans and arrows in strategic locations at the destination. +K Prepare building protection at both locations, if and when needed. * Stage moving equipment prior to full crews arriving on the job. + When crews arrive everything is ready to start moving. GOR-O-VAN J Move Strategy- “Management” +K Attendance checks prior to being dispatched and bussed to the job site. +# COR-O- VA N supervisors position movers to their assigned jobs. +K Commence move sequence on predetermined itinerary. +# Communications via cellular phones, personal contact, and drivers. * Monitor flow and move status at both locations via. c* City of Carlsbad representatives. + COR-O-VA N projects manager. + Supervisors. + Drivers. 4 Movers. * On going move evaluation. 4 Cost monitored daily. - Scope. + Maintain schedule and efficiency. + More men and equipment, if required. -+ Less men and equipment, if required. + Timely dismissal of excess personnel. + Traffic concerns, time of day. -+ Postponing, briefly shutting job down. -+ Rescheduling if required- flexibility. * Post move + After each move we tour the area to insure proper placement of items. 4 Move clean up. 4 Touch-up crew on Sunday or Monday after move. + Equipment and materials pick-up. + Claims evaluation. <a. ClTY OF CARLSBAD REQUIRED MOVE ACTIVITIES “GENERAL DESCRIPTIONS” 9 9 9 9 9 9 9 9 9 9 City will pack and unpack all areas, unless previously defined by both patties. City will clearly implement all marking, labeling, diagrams, and place placards at destination. City will schedule weekly move meetings with any and all related personnel and will require third party vendors to be present at all meetings. City will schedule packing seminar meetings with all employees one week prior to moving. City will assign move captains who will represent each department, attend al/ required move meetings and will be present during the actual physical move. City will utilize whatever resources available to insure clear accesses for loading and unloading at each location. City will facilitate preparation for specialized equipment (Vendors contacted). City will provide professionally prepared drawings for any furniture installation. City will provide electricians if any hardwiring is required. City will be required to supply any third party services, unless previously defined by both parties. + REFERENCES > COR-O-VAN is the largest commercial mover in this immediate marketplace, and is dedicated to commercial moves representing more than 80% of our current business. p Enclosed you will please find references for moving. & Enclosed you will please find references for modular furniture and modular installation. GOR-O-VAN +3 CONFIDENTIALITY “HUMAN RESOURCES” > COR-O-VAN will supply the City of Carlsbad with blue plastic bins (shipping totes) that can be easily be padlocked. We will assign a dedicated crew to move these items with your supervision. This also includes utilizing special techniques for other specific moves. +3 DISASSEMBLY OF MISCELLANEOUS ITEMS AND COMPUTER EQUIPMENT > COR-O- VA N is a full service provider for modular furniture installation and refurbishing including Herman Miller, and Steelcase. Please review our references and our brochure. V Enclosed you will please find pricing and information on disassembling computers and related equipment. This is a third party service provided by lnacom Information Systems, lnacom will disconnect, bag and tag, and will then re-connect each computerperipheral at the destination. Theirpricing is included within this proposalas an optional price supplied by lnacom Information Systems. + DAMAGE POLICY: “WE BREAK IT, WE FIX IT’ > In the event that damage occurs to the items being moved during your relocation, we will handle the cost of repairs up to $7 00,000. Items damaged beyond repair will be replaced at market value up the 700,000. Limit. + BUILDING PROTECTION > Masonite will be utilized as floor protection. > Door pads are extensively used to protect doors. & Corner boards. > Elevator padding. > Glass ‘protections. + ALL COMPUTER OR SENSITIVE ELECTRONICS > Will be blanket wrapped or padded prior to being loaded into gondolas and moved. g Also each gondola will be shrink-wrapped prior to being moved. +3 AFTER EACH DAY OR MOVE p We will tour the area- with your move captain to insure proper placement of items. + POST MOVE FOLLOW-UP “OPTIONAL” > Office re-arranging. > Artwork and whiteboard installation. > Light janitorial services. p Disposal of used packing materials. > Cardboard for narrow hallways. + CERTIFICATES OF INSURANCE PROVIDED + FULL TIME SUPERVISORS > Full-time experienced supervisors are on-site at all times. + Please feel free to review our references, most have utilized COR-O-VAN frequently. I feel the above ideas and services are important, and our staff is experienced and dedicated to achieve a “SMOOTH AND EFFICIENT MOVE.” 23 Information Systems Cor-o-van Jim Clayton 12375 Kerran Dr. San Diego, CA 92064 lnacom information Systems 11777 Sorrento Valley Rd. San Diego, CA 92121 (619) 794-5360 FAX (619) 794-5390 Dear Mr. Clayton: Thank you for the opportunity to work with you on the technology relocation project with the City of Carlsbad. I think you will find Inacom an excellent partner when it comes to the organization and management of this project. Inacom has helped many other clients in managing their technology moves and we will be happy to provide those references. Inacom specializes in providing outsourcing services and highly skilled technical professionals to clients on either a full time or part time basis. There are many advantages of using Inacom to manage the technology aspect of the move. Here are just a few key benefits: J Pre-qualified technical support personnel to support your specific requirements. J Inacom’s technical staff has access to many of the manufacturer’s technical support lines such as Microsoft, Novell, Compaq, Apple and others. J Our local staff of Systems Engineers work together to solve clients problems. J Inacom is fully warranty authorized to service equipment from many of the major manufacturers including Compaq, HP, Apple, Toshiba, IBM and more. J Flexible staffing levels help you control your long term costs! J Reduce costs associated with hiring and managing new personnel. By leveraging Inacom’s technical resources, your company will benefit from the tremendous investment we have made in both our staff and services. Based on the information you have provided, we estimate that the cost for the project will be $11,000. Before we begin, we do request that we meet with you and the City of Carlsbad to further define the scope of the project. If you have any questions please feel free to call me at 858-794-3007 so we can discuss the next step! Sincerely, . Steve Linke Enterprise Sales Executive 24 Inacom Information Systems Technology Relocation Proposal Citv of Carlsbad 200 PCS All 5 sites are in the Carlsbad area Move must occur over a weekend. Inacom will provide: 1 -Project Manager IO-Certified Technicians Project Cost: $11,000 Assumntions: - Client will provide walk-through for Inacom’s project manager - Client will provide PC/Printer location map for both locations prior to move - Inacom will not test network connection (additional charge) - Moves will not include additional hardware installation or software installation (additional charge) Required Information: - Move date and time - Site addresses - # of PCs at each site - # of PCs planned for each new site (all 5) - Required arrival time to site for disconnect at each site - Required arrival time to site for reconnect at each site Deliverables: - Inacom will bag and tag all equipment in preparation for move. - Inacom will disconnect all equipment at original site and reconnect at the new location. - Inacom will provide all necessary equipment and materials for our part of the project (includes bag for all cables, connectors, and keyboards). CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT STATE OF CALIFORNIA COUNTY OF SAN DIEGO x , lqqq before me, Marian Tyler, Notary Public, I personally appeared &&WA R . %kImit3 h ?&3k?‘-t mm’4 x ,cW proved to me on the basis of satisfactory evidence to be the persons whose names are subscribed to the within instrument and acknowledged to me that they executed the same in their authorized capacity, and that by their signature on the instrument the persons or entity upon behalf of which the persons acted, executed the instrument. Optional DESCRll?TION OF ATTACHED DOCUMENT Title or Type of Document Number of Pages Date of Document Signer(s) Other Than Named Above 26 City of Carlsbad September 21, 1999 Cor-O- Van Moving & Storage James W. Clayton 12375 Kerran Street Poway, Ca 92064 AGREEMENT FOR THE RELOCATION OF EQUIPMENT, FURNITURE, COMPtJTERS,FILE$@?e RELATED MATERIALS TO THE FARADAY BUILDING Enclosed for your reference are copies of Carlsbad City Council Agenda Bill No. 15,383 and Resolution No. 99-310. These documents went before the Carlsbad City Council on September 14,1999, where the enclosed Resolution was adopted, approving the agreement referenced above. Also enclosed is one original and fully executed agreement for your files. If you have questions concerning the agreement, please call John Cahill, in Community Development at (760) 438-l 161, extension 4386. ., czy+dc&., ~&fjj+&y- .~ Kathleen D. Shoup Sr. Office Specialist 1200 Carlsbad Village Drive - Carlsbad, CA 92008-1989 - (760) 434-2808 @