HomeMy WebLinkAbout2015-06-23; City Council; 22010; Adopt 2015-161 C&M Relocation Systems for Move Services Library Renovation 4020 4030CITY OF CARLSBAD - AGENDA BILL 8
AB# 22,010 ADOPT RESOLUTION NO 2015-161 APPROVING AND
AUTHORIZING THE EXECUTION OF A PROFESSIONAL
SERVICES AGREEMENT WITH C&M RELOCATION
SYSTEMS, INC. FOR NOT TO EXCEED AMOUNT OF
$175,720.00 TO PROVIDE MOVE SERVICES FOR THE
LIBRARY RENOVATION PROJECTS, PROJECT NOS. 4020
AND 4030
DEPT. DlRECTORt;jy^
DATE: 6/23/2015
ADOPT RESOLUTION NO 2015-161 APPROVING AND
AUTHORIZING THE EXECUTION OF A PROFESSIONAL
SERVICES AGREEMENT WITH C&M RELOCATION
SYSTEMS, INC. FOR NOT TO EXCEED AMOUNT OF
$175,720.00 TO PROVIDE MOVE SERVICES FOR THE
LIBRARY RENOVATION PROJECTS, PROJECT NOS. 4020
AND 4030
CITY ATTY. J^(_
DEPT. PW-PEM
ADOPT RESOLUTION NO 2015-161 APPROVING AND
AUTHORIZING THE EXECUTION OF A PROFESSIONAL
SERVICES AGREEMENT WITH C&M RELOCATION
SYSTEMS, INC. FOR NOT TO EXCEED AMOUNT OF
$175,720.00 TO PROVIDE MOVE SERVICES FOR THE
LIBRARY RENOVATION PROJECTS, PROJECT NOS. 4020
AND 4030 CITYMGR. k^TN
RECOMMENDED AaiON:
Adopt Resolution No. 2qt5-16l approving and authorizing the execution of a professional services
agreement with C&M Relocation Systems, Inc. (C&M) for move services for the Library Renovation Projects,
Project Nos. 4020 and 4030.
ITEM EXPLANATION:
For the past two years, staff has been working on the refurbishment and enhancement of both the Georgina
Cole Library (Cole Library) and Carlsbad City Library (Dove Library). The purpose of this effort is to continue
providing top quality service and revitalize Library & Cultural Arts infrastructure to maximize its current and
future benefit to the community.
The selected firm will provide relocation of furniture, fixtures, books and boxes to allow construction
activities. The move services will be conducted prior to and after construction activities are completed at
each library.
On May 29, 2015, the city received three submittals. The selection criteria is defined in Table 1:
Table 1
Selection Criteria Score
Firm Experience 30
Qualification of Firm and Team 20
Project Approach 15
Total Score 65
The qualifications of each firm were reviewed by the selection committee comprised of four staff members
from Public Works, Library & Cultural Arts and the City's Move Consultant. Table 2 shows the additive score
results ofthe evaluations. The committee ultimately selected the firm of C&M as the best value firm, as
determined by the selection criteria.
DEPARTMENT CONTACT: Patrick McGarry 760-434-2949 patrick.mcgarry@carlsbadca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED
•
CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER - SEE MINUTES •
AMENDED • REPORT RECEIVED •
Library Renovations Project Move Agreement Approval
June 23, 2015
Page 2 of 2
Staff recommends that the City Council approve the contract for move services for the Library Renovation
Projects.
Table 2
Firm Name Total Score
Max Score 260
C&M Relocation Systems, Inc. 235
Corovan Moving and Storage, Inc. 224
Carney McNIcholas, Inc./Crown 187
FISCAL IMPACT:
The cost proposal from C&M is for time and materials, not to exceed $175,720.00 to provide move services.
Funds are available to support this recommendation in the total approved budget for the projects of
$11,346,529, which includes $5,300,000 for the Cole Library, and $6,046,529 for the Dove Library. No
further appropriation is necessary.
ENVIRONMENTAL IMPAa:
This project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA
Guidelines Section 15301(d) - Existing Facilities - restoration or rehabilitation of existing facilities that are
deteriorated or damaged and are required to meet current standards of public health and safety involving
negligible or no expansion of use.
EXHIBITS:
1. Resolution No 2015-161 approving and authorizing execution of a professional services
agreement with C&M for move services forthe Library Renovation Projects, Project Nos. 4020 and 4030
2. Location Map
3. Contract with C&M
EXHIBIT 1
3
1 RESOLUTION NO. 2015-161
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING AND AUTHORIZING EXECUTION OF A
PROFESSIONAL SERVICES AGREEMENT WITH C&M RELOCATION
4 SYSTEMS, INC. FOR MOVE SERVICES FOR THE LIBRARY
RENOVATION PROJECTS, NOS. 4020 AND 4030.
5
6
7
8
9
WHEREAS, Library improvements are necessary to meet the current and future Library
and Cultural Arts services within the City of Carlsbad; and
WHEREAS, the Department of Public Works solicited qualifications from move firms; and
10 received a total of three submittals for move services forthe Library Renovation Projects, located
11 at the Carlsbad City Library, 1775 Dove Lane, and the Georgina Cole Library at 1250 Carlsbad
12
Village Drive; and
13
WHEREAS, subsequent to review ofthe submittals, staff recommends C&M Relocation
14
^ ^ Systems, Inc. (C&M) as the most qualified mover for the project; and
WHEREAS, Staff recommends the C&M proposal to provide move services for the Library
17 Renovation Projects for an amount not to exceed $175,720.00 be approved; and
18 WHEREAS, funding for said project has previously been appropriated from the General
Capital Construction Fund and Infrastructure Replacement Fund in the amount of $11,346,529
from Project Nos. 4020 and 4030; and
WHEREAS, the City Council ofthe City of Carlsbad, California, has determined it necessary
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23 and in the public interest to enter into an agreement with C&M;
24 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California
2^ as follows:
26
That the above recitations are true and correct.
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2. That the qualifications and price submitted by C&M for move services for the Library
Renovation Projects, Nos. 4020 and 4030, are acceptable and the Mayor is hereby
authorized to execute a professional services agreement with C&M for said services.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 23'^'' day of June, 2015, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Blackburn, Schumacher, Wood and Packard.
None.
ABSENT: None.
MATT HALL, Mayor
ATTEST:
BARBARA ENGLESp^, City Clerk
(SEAL)
0 k tbn
LOCATION MAP
COLE LIBRARY
SITE
DOVE LIBRARY
SITE
CITY OF OCEANSIDE
HIGHWAY
VICINITY
MAP
NOT TO SCAlf
COLE LIBRARY.
SITE
NOT TO SCALE
DOVE LIBRARY.
SITE
PROJECT NAME
DOVE LIBRARY RENOVATIONS AND
COLE LIBRARY RENOVATIONS
PROJECT
NUMBER
40301, 47061 (DOVE)
40201,47051 (COLE)
EXHIBIT
PLOTTED BY: SCOTT EVANS PLOT DATE:6/17/H PATH:D:\UISCELLANEOUS\LOCAV0N UAPS\40301.40201-DOVE-COLE.Dm;
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AGREEIVIENT FOR RELOCATION SERVICES
C&M RELOCATION SYSTEMS, INC.
THIS AGREEMENT is made and entered into as of the day of
CTL>f\S^ , 2015, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and C&M RELOCATION SYSTEMS, INC., a California corporation,
("Contractor").
RECITALS
A. City requires the professional services of a mover that is experienced in the
planning and physical relocation of books, boxes and furniture for libraries.
B. Contractor has the necessary experience in providing professional services and
advice related to planning and physically moving books, boxes and furniture.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year from the date first above
written. The City Manager may amend the Agreement to extend it for one (1) additional one (1)
year period or parts thereof Extensions will be based upon a satisfactory review of Contractor's
performance. City needs, and appropriation of funds by the City Council. The parties will prepare
a written amendment indicating the effective date and length ofthe extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
one hundred seventy five thousand seven hundred twenty dollars ($175,720). No other
compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not
exceed one hundred thousand dollars ($100,000) per Agreement year. The City reserves the
right to withhold a ten percent (10%) retention until City has accepted the work and/or Services
specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to 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 Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, 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 negligence,
recklessness, or willful misconduct 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.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement 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 services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will 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-:VH"; OR with a surplus
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line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coveraae and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation thatthe limits ofthe
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liabilitv Insurance. $2,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain
aggregate limits, general aggregate limits will apply separately to the work under this Agreement
or the general aggregate will be twice the required per occurrence limit.
10.1.2 Automobile Liabilitv. (if the use of an automobile is involved for Contractor's work
for City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Emplover's Liabilitv. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor wili obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coveraae. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
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maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name ofthe persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For Citv For Contractor
Name Patrick McGarry Name Michael A. Mahaffleyr
Title Municipal Projects Manager Title President
Public Works -
Department Property Address 8787 Olive Lane
City of Carlsbad Santee CA 92071
Address 405 Oak Avenue Phone No. 619-562-6111
Carlsbad, CA 92008 Email mick@cmtransfer.com
Phone No. 760 434 2949
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at ali times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware ofthe requirements ofthe Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be fon/varded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be fonwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action ofthe City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and ofthe percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment ofthe Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
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under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for 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. City will have the rightto annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or othenwise recover, the full amount ofthe
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part ofthe Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 ef seq.,
the False Claims Act applies to this Agreement and, 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 ofthe false information or in reckless disregard ofthe truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
ofthe Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
C&M RELOCATION SYSTEMS, INC. a
f6mia'Wporation
CITY OF CARLSBAD, a municipal
corporation ofthe State of California
Michael A. Mahaffleyr / President
(print name/title)
By:
(sign here)
(print name/title)
ATTEST:
BARBARA ENGLESON
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation. Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otharwise, the corporation must attach a resolution certified by the secretary or assistant
secetary under corporate seal empowering the officer(s) signing to bind the corporation.
APP.ROVED AS TO FORM:
CELIA A. BREWER, City Attorney
BY:
Assistant City Attorney
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Califomia Jurat Certificate
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of .^Aw P t gT?o
S.S.
Subscribed and sworn to (or affirmed) before me on this iS'Trf day of \JG~
and-
•ismtt oi Signe'
~rproved to me on the basis of
Name ot JMan&i^' i2.)
satisfactory evidence to be the person^) who appeared before me.
B. t: PACLWAR \
Commissicn No 2033122 "
W-'ARY PUE -iC CAtlFORW §
SAN D"';GO COUNTV >
Cotimission' *p«es July 12, ^1^_i
OPTIONAL INFORMATION
Description of Attached Document
The certificate is attached to a document titled/for the purpose of Method of Affiant Identification
containing 2^3 pages, and dated <.\v/N/g^ iS^yTg
Proved to me on the basis of satisfactory evidence:
G form(s) of identification O credible witness(es)
Notarial event is detailed in notary journal on:
Page# Entry #
Notary contact:
Otfier
Affiant(s) Thumbprint(s) i_j Describe:
Office * Biotech * liidiLstiial * Machineiy * Electronics * Storage
CORPORATE RESOLUTION OF SOLE OFFICER AND DIRECTOR
A A * :t *
The undersigned being sole officer and director of C&M Transfer of San Diego, Inc. dba
C&M Relocation Systems, duly organized and existing under the laws of Califomia, DO
HEREBY CERTIFY the following:
BE IT RESOLVED, that Michael A. Mahaffev, the sole officer and director
of C&M Transfer of San Diego, Inc. dba C&M Relocation Systems is hereby authorized to sell,
assign, transfer and/or deliver any and all stock, bonds, or other securities now and hereafter
registered in the name of this Corporation.
I, Michael A. Mahaffey, the sole officer and director of C&M Transfer of San Diego, Inc.
dba C&M Relocation Systems, hereby certify that the foregoing is a true and complete copy of a
resolution duly adopted by the Corporation at a meeting duly held on 1^ day of April, 2007, and
that the same has not been repealed or amended and remains in full force and effect and does not
conflict with the bylaws of this Corporation.
Date: June 16, 2015
(CORPORATE SEAL)
I hereby certify that there is no corporate seal
8787 Olive Lane, Santee. CA 92071 P.O. Box 711417, Santee, CA 92072
O: (619) 562-6111 F: (619) 562-6373 www.cmtransfer.com
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EXHIBIT "A"
SCOPE OF SERVICES
RELOCATION SCOPE OF WORK
I. STAFF
The Cole Library has ten (10) full time staff and sixty-one (61) part-time staff. The Dove Library
has twenty-eight (28) full time staff and seventy-eight (78) hourly part-time staff. The Elmwood
House Cultural Arts Office has five (5) full time staff and sixteen (16) part-time staff.
All relocation work at the Cole Library will be scheduled during normal business hours. The Cole
Library is scheduled to be relocated on August 31, 2015 and moved back into the renovated
space on December 30, 2015.
The Dove Library will be closed to the public starting 1/13/16. Movers can work during normal
business hours to relocate the books and furniture in the public library spaces. All Dove Library
relocation ofthe back office spaces will be scheduled in phases and must be scheduled between
the hours of 6 a.m. - 6 p.m.
Dove Library Back Office Spaces
Area Room
Numbers
Full-
time
staff
Part-
time
Staff
What Needs to move
CaTS ( Collections & Technical Services)
Includes mailroom 110, 121, 122 7 7
Boxed office content, book trucks,
free-standing book cases and file
cabinets, computers, printers,
copiers, chairs, mall machine
Community Relations 123, 124, 125,
125.1 2 7
Boxed office content, book trucks,
free-standing book cases and file
cabinets, computers, printers,
copiers, chairs
Circulation 120, 134, 138 3 36
Boxed office content, book trucks,
free-standing book cases and file
cabinets, metal racking,
computers, printers, copiers,
automated materials handling
system, chairs, sorting bins
Children's 164, 165 4 8
Boxed office content, book trucks,
free-standing file cabinets and
bookcases, computers, printers,
copiers, chairs
Reference Staff 228, 229, 231 5 19
Boxed office content, book trucks,
free-standing file cabinets and
bookcases, computers, printers,
copiers, chairs
Administration
215, 216, 217,
218, 220, 221,
222
7 1
Boxed office content. Conference
table with conference chairs, free-
standing file cabinets and
bookcases, computers, printers,
copier, chairs
Please note that the part-time staff will share a workstation across shifts and have minimum
content to move.
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II. LIBRARY COLLEQTION?
All new shelving in the renovated Cole and Dove Libraries will be cantilevered double-faced units,
single faced units, library gondola shelving and market place shelving. The shelving heights at the
Cole Library will range between 28" high and 96" high. The shelving heights at the Dove Library
will range between 48" high and 84" high.
ARRANGEMENT OF THE CURRENT COLE LIBRARY
First Floor Arrangement: Linear Feet
Compact Disks 648
New Books 150
Magazines 240
Friends of the Library 108
Children's Spanish 36
Parenting 183
Upper Elementary School 216
Children's Audio 75
Lower Elementary School 432
Children's 795
Middle School 198
Teens 216
Adult Spanish 84
Adult Large Type 486
Adult Fiction 1,944
Adult Non-Fiction 2,160
Adult Biography 120
Adult Oversize 180
Adult DVD 84
Paperback 99
Reference 360
Displays 140
Subtotal 1st floor Linear Footage of Cole Collections 8,954
Second Floor Arrangement: Linear Feet
Genealogy 1,455
Genealogy Circulating 54
Genealogy Federal Census 54
Genealogy Texas Collection 68
Subtotal 2nd floor Linear Footage of Cole Collections 1,631
Grand total of all Cole Collections Linear Footage 10,585
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ARRANGEMENT OF THE CURRENT DOVE LIBRARY
Please note that the move contractor will only be removing collections from the bottom
shelves of the Dove Library book stacks.
ARRANGEMENT OF THE CURRENT DOVE LIBRARY
First Floor Arrangement: Linear Feet
Adult Audio Books 966
Adult CD's 546
Adult Fiction 5,082
Adult Fiction DVD's 609
Adult New Books 168
Adult New DVD's 48
Adult Non-Fiction DVD's 294
Adult Paperbacks 72
Adult Piayaway 126
Display 48
Friends ofthe Library 945
Holds 126
Sorting 126
Subtotal 1st floor Linear Footage of Dove Collections 9,156
Second Floor Arrangement: Linear Feet
Adult Biography 588
Adult Carlsbad Reference 63
Adult Code 63
Adult Magazines 294
Adult Non-Fiction 7,392
Adult Oversized 1,260
Adult Reference 420
Adult Spanish 147
Adult Test Prep 63
Display 48
Teens 570
Subtotal 2nd floor Linear Footage of Dove Collections
Grand total of all Dove Collections Linear Footage
10,908
20,064
LABELING METHOD
1. The move contractor shall develop and implement a relocation labeling method for
all library staff moves, library collections, furniture and equipment. The labeling method
shall be approved by the City of Carlsbad in advance ofthe move.
2. The move contractor is responsible for the development and implementation of an efficient and
proven labeling and tagging method for the libraries collections with special attention to the
numeric order marked on the book stack placards.
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3. The move contractor shall follow the numeric order marked on the placards on the
library book stacks to identify the library carts. The identifying label shall be attached and
secured to the library carts to prevent them from falling off during the move and staging
periods.
4. The move contractor will be responsible for providing tags and/or labels that will not
cause damage or leave a residue. The move contractor will be responsible for
removing any residue or repairing damage caused by labels or tagging material.
Task 1: Pre-Move Services
Task 1.1 Pre-Move Planning
1. Submit contact information to the Move Manager and construction manager for ail
key team members who wiil be directly involved in providing services, including any
subcontractors who will be assigned specifically to this project.
2. The Move Contractor will work with the City of Carlsbad move project managers to
develop a move plan. The plan will include an overall move schedule, supervision,
staffing, working hours, labeling of the collection, protecting the collection, packing,
transporting, unpacking, removal and disposal of packing material.
3. Meet with the general contractor, construction manager and Move Manager to review
the scope of the project.
4. Generate move implementation schedule and staffing plan to include material deliveries,
move meetings, pre move preparation.
5. Identify potential problems that will require early resolution.
6. Attend construction/move progress meetings as needed. Provide meeting agendas and
discuss the schedule, near-term activities, clarifications and problems which need
resolution, coordination with other contractors, status of change orders, etc. Prepare
minutes of the meetings with identified action items. Prepare and distribute the minutes
to the attendees within two working days. Include minutes in the monthly progress
reports.
7. Coordinate with the Move Manager and construction manager for approval on all move
scheduling.
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Task 1.2 Pre-Move Meetings and Submittals
1. Provide pre-move packing instructions and process meetings with library
departmental representatives.
2. The Move Contractor will provide sample of uniformed attire, badge, or tag that
clearly identifies employees associated with the Move Contractor for City of Carlsbad
approval.
3. The Move Contractor will provide the City of Carlsbad with a list of workers and
supervisors one week prior to the move.
4. Move contractors may be required to complete the general contractor's safety
training prior to entering the job site.
5. The Move Contractor shall provide building protection to protect the flooring and
walls to include but not limited to installing protective corner guards and Masonite
(or equal) where needed. The Move Contractor must verify that elevators are padded
and protected prior to use.
6. The Move Contractor shall provide an appropriate quantity of 18"x13"x13" collapsible
cardboard relocation boxes, labels and other packing materials as required for the
successful relocation.
7. The Move Contractor will provide plastic 29" x 18 >2" x 11 %" Tyga bins for
protection of the archive collections. Zip ties must be supplied to secure the
interlocking lids on the Tyga bins. These boxes and Tyga bins will be relocated to
the new location by the move contractor.
8. It will be the responsibility of the Move Contractor to correctly estimate the packing
material needs. Additional material deliveries and all move materials and
equipment shall be all-inclusive in the move contractor's proposal. Move materials
shall be delivered a minimum of 3-weeks in advance ofthe scheduled move date.
9. The Move Contractor shall provide library carts, trailers and other equipment on a
rental basis for the staging ofthe library collections at each library as needed.
10. The Move Contractor will provide an itemized list of move materials and equipment
provided for tracking purposes.
11. The Move Contractor will provide full credit on the final invoice for unused materials
and partial credit for the return of used materials. The Move Contractor will be
required to provide materials and services for a complete move out of the existing
spaces at the Cole and Dove Libraries to accommodate the renovation and the
moves back into the renovated spaces.
12. Prior to the initial moves out of the libraries the contractor and move project
manager shall walk the libraries and note existing conditions.
13. Prior to the moves back into the renovated space, the move contractor, liaison
from the City of Carlsbad and move project manager shall walk the libraries and
note existing conditions.
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14. The Move Contractor will be responsible for coordinating all relocation phasing with
the general contractor.
Task 2: Move Services
1. All relocation work at the Cole Library will be scheduled during normal business
hours.
The Cole Library is scheduled to be relocated on August 31, 2015 and moved
back into the renovated space on December 30, 2015.
2. The Dove Library will be closed to the public starting January 13, 2016. Movers can
work during normal business hours to relocate the books and furniture in the public
library spaces. All Dove Library relocation ofthe back office spaces will be scheduled
in phases and must be scheduled between the hours of 6 a.m. - 6 p.m.
3. All work will be performed to the highest industry standards and all items will be
packed and/or handled in such a manner as to prevent damage.
4. Prior to each move phase, the Move Contractor shall meet with the City's move
project manager for a brief safety and pre-move huddle.
5. The Move Contractor will provide a visible means of identification as well as
uniformed attire, badge, or tag that clearly identifies employees associated with
the Move Contractor approved by the City of Carlsbad in advance of the move.
6. The Move Contractor will monitor the sites daily for proper identification, and deny
access to anyone without proper identification. The City of Carlsbad reserves the
right to remove any Move Contractor personnel from the project, if, in the opinion of
the authorized City of Carlsbad representative, it is in the best interest of the move
project.
7. The Move Contractor will be working in an active construction site. The Move
Contractor will be required to provide the CAL/OSHA required personal protective
equipment (PPE). PPE will include long pants, safety vest, safety glasses, boots
and hard hats for all workers on the jobsite. Movers must wear their PPE at all times
while on the jobsite. Movers without the proper PPE or caught not wearing their
PPE will be immediately removed from the jobsite.
8. The Move Contractor will provide security at each access point to be utilized during
the move, and the Move Contractor will be responsible for traffic control at each
location during the contract period.
a. The Cole Library has two (2) access points. The front doors at the main entrance
on the east end ofthe building off of the parking lot and the loading dock located
on the southeast side ofthe building off of Carlsbad Village drive.
b. The Dove Library has two (2) access points. The main entrance doors on the
east side of the building and the delivery entrance on the south side of the
building.
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9. The Move Contractor should be prepared to close the parking lots down to the
public at each library during the move phases to allow the movers trucks enough
room to maneuver.
a. The Cole Library parking lot has two (2) points of access. These access points
are both along Carlsbad Village Drive on the southeast side of the property.
b. Trucks entering the parking lot should use the west most access point and exit
on the east most lot access point.
c. The Dove library parking lot has two (2) points of access. Both points of access
are located off of Dove Lane on the Northeast end of the Property.
d. Trucks entering the parking lot should use the west most access point off of
Dove Lane and exist the parking lot using the east most access point off of
Dove Lane near the Wells Fargo Bank.
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10. The Move Contractor shall provide adequate and competent supervision at ali times
during the performance of the contract. The Move Contractor or designated
representative shall be readily available to meet with the City of Carlsbad personnel
for move coordination meetings as needed.
11. The contractor selected will be responsible for ensuring the safety and security of
the library collections, computers and furniture at all times including in transit.
12. Throughout all phases of the move and until the final acceptance, the Move
Contractor shall keep the site clean and free from rubbish and debris. The Move
Contractor shall clean by sweeping and vacuuming or other means as necessary.
13. Move related materials and equipment shall be removed from the site as soon as
they are no longer necessary. Before the final inspection, the site shall be cleared
of equipment, unused materials, and rubbish so as to present a satisfactory clean
and neat appearance. All cleanup costs shall be included in the move contractor's
bid.
14. Failure of the Move Contractor to comply with the move manager's cleanup orders
may result in an order to suspend work until the condition is corrected. No additional
compensation will be allowed as a result of such suspension.
15. It is the move contractor's responsibility to provide all tools, labor and equipment
necessary to protect and relocate existing library contents, furniture and office
equipment to pre-designated locations at the destination facility. This shall include
but not be limited to forklifts, packing blankets, lift equipment, transport vehicles,
pallet jacks, 'Masonite' sheets, corner guards, vacuums etc. The Move Contractor
shall not borrow tools or equipment from the City of Carlsbad.
16. The Move Contractor is required to protect all furniture and equipment which is
relocating or designated for intermediate storage from moisture, heat and dust as
appropriate.
a. The Move Contractor shall protect all furniture from damage by padding the
furniture and wrapping it with stretch-wrap. Glass tops shall be removed and
protected priorto moving.
b. The Move Contractor shall prepare storage cabinets as necessary for the move
by securing doors with bands or non-residue tape for easy removal.
c. Mover shall verify that all items are removed from the drawers prior to tilting
any desks, returns or credenzas.
d. Prepare all furniture to ensure that no critical parts are lost during relocation.
Examples: Tape pins to book shelf units, tape hardware or keys for desk
returns inside drawers the non-residue tape etc.
e. Place all shelves at the bottom of the bookcase and secure. Put all pegs into
an envelope, seal the envelope and tape it to the inside ofthe bookcase.
17. The Move Contractor will be required to relocate the Cole Library staff possessions
to an off-site location as determined by the City of Carlsbad. The Move Contractor
shall relocate library books, journals, periodicals, electronic media collections,
furniture, and equipment items from the Cole Library to an off-site staging location
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to be determined by the City of Carlsbad. All library staff possessions and staged
library books, journals, periodicals, electronic media collections, furniture, and
equipment items will be relocated back to the Cole Library after construction is
complete. Some items may go to off-site storage.
18. All equipment used for relocating the books, journals, periodicals and electronic
media collections will remain in the off-site storage for the duration of the project.
19. The Move Contractor will be required to relocate the Carlsbad Cultural Arts Office to
the Dove Library after the Dove Library construction.
20. The relocation contractor will be required to relocate library staff possessions, library
books, journals, periodicals, electronic media collections, furniture, and equipment
items in the Dove Library to a staging area within the Dove Library as determined
by the City of Carlsbad. The mover will remove all collections from the bottom row
ofthe book stack shelving in all areas to accommodate the carpet installation. The
collections on all shelves above the bottom row shall be protected with plastic
sheeting by others. The book stack shelving will be removed by others. After the
carpet installation, the mover will return to reload the collections back on the book
stack shelving.
21. After the renovation is complete in each area, the move contractor shall place all
staged Dove Library staff possessions, library books, journals, periodicals,
electronic media collections, furniture, and equipment items according to the most
recent furniture plans.
22. The City of Carlsbad's Information Technology department will manage all
disconnection and reconnection of computer systems and telecommunications
equipment. The Move Contractor shall protect all computer workstations, multi-
function copiers, printers fax machines, microfiche readers and similar equipment
owned by the City of Carlsbad to prevent damage during relocations. Protection
shall include bubble hoods for LCD monitors and zip-lock keyboard bags for all
peripherals and cables. The Move Contractor shall take every precaution to ensure
that the systems are labeled correctly and bundle all computer systems and
peripherals together so that they can be reassembled by the City of Carlsbad's
Infomnation Technology department with their original components. The Move
Contractor will be required to load all staff computer workstations and printers onto
the mover supplied equipment carts and relocate them to the designated locations
per plan.
23. The move contractor will not be responsible for the relocation of any Xerox
equipment or Xerox peripheral equipment.
24. All existing phone sets will be moved by the move contractor. The phone system will
not be disturbed".
Task 3: Post Move
1. The Move Contractor shall provide a minimum 4-man post move follow-up crew (4-
hour minimum) after each move event to insure all contents have been relocated to
the correct final destination.
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2. At the end of the move back into the renovated spaces, it will be the mover's
responsibility to pick up and remove emptied boxes, move materials and move
equipment as soon as possible.
3. All furniture protection shall be removed after furniture placement. Stretch wrap and
other disposable pack shall be disposed of off-site.
4. The move contractor shall provide a cleanup crew to vacuum and wipe down all
furniture surfaces at the destination areas at each library with a clean cloths and
cleaning agent as approved by the library. The cleanup crew will be required to
remove and discard the relocation tags from the furniture and equipment
5. After the relocation the move contractor, liaison from the City of Carlsbad and move
project manager shall walk all of the origin and destination locations and compile a
punch list noting any damage which may have occurred during the move and any
designated items that may have been forgotten. All punch list items must be
completed within 10-days. Final payments will be withheld until all punch list items
are completed and signed-off by the City of Carlsbad.
IV. MOVE SCOPE OF WORK / SEQUENCE
Phase 1: Cole Library Move out f8/31/15 - 9/11/15^ 10-Davs Normal Business
Hours
(Relocation dates may vary due to the construction)
1. The Cole Library will be renovated first. The Cole Library will close down for the duration of
its construction project which is estimated to be 14-weeks.
2. The move contractor will be required to setup tables and desks provided by the City of
Carlsbad in a temporary off-site work location to be determined by the City of Carlsbad to
accommodate Cole Library staff during the renovation at the Cole Library.
3. The move contractor will be required to relocate the office content of full-time and part- time
Cole Library staff to a temporary work location to be determined by the City of Carlsbad for
the duration of the renovation at the Cole Library. The staff move will include boxed office
content and disconnected computers systems which will be prepared by the City of Carlsbad
Information Technology department. Library staff will pack their own work areas, unless
otherwise noted.
4. The move contractor shall relocate the Cole Library archival history collection located on the
second floor ofthe Cole Library room 210, and the Carisbad History Archive collection from
the first floor room 105 to a temporary climate controlled staging area to be determined by
the City of Carlsbad.
5. The City of Carisbad's Information Technology department will disconnect all online public
access catalog computers (ORAC) and staff computer workstations and printers. The move
contractor shall protect all computer workstations, printers and to prevent damage during
the relocation to the off-site staging area. Protection shall include bubble hoods for LCD
monitors and zip-lock keyboard bags for all peripherals and cables. The move contractor
shall take every precaution to ensure that the systems are labeled correctly and bundle all
computer systems and peripherals together so that they can be reassembled with their
original components. The move contractor shall load all (ORAC) and staff computer
workstations and printers onto the mover supplied equipment carts and relocate them to the
first floor staging area of the Farmers building located at 5815 El Camino Real, Carisbad
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CA, 92008. The ORAC computer systems, printers and peripherals will remain loaded on
the gondolas at the off-site staging area for the duration of the 14-week Cole Library
renovation.
6. The City of Carisbad's Information Technology department will disconnect the staff
computer systems and printers from the origin location within the Cole Library. The move
contractor will be required to protect and relocate designated staff computers and printers
to a temporary work location to be determined by the City of Carlsbad. Once the staff
computer systems and printers are in place at the temporary work area the mover shall
remove all protection from the designated staff computers and printers. The City of
Carisbad's Information Technology department will reconnect the staff computers and
printers in the temporary work area.
7. All existing phone sets will be moved by the move contractor. The move contractor must
take special care to bundle the phones with the specific person's content so that they can
return to the same person
8. There are over 10,000 linear feet of books, journals, periodicals and electronic media
collections at the Cole Library. The move contractor shall carefully unload the collections
from the book stacks, and place them onto mover supplied library carts maintaining the
proper order. Each of the loaded library carts shall be labeled and wrapped with stretch-
wrap for protection. The mover will assign a supervisor to monitor the labeling process to
assure the numeric order is followed.
9. The move contractor shall be required to relocate the stretch-wrapped library carts with the
library collections to the first floor ofthe Farmers building located at 5815 El Camino Real,
Carisbad CA, 92008 where they remain forthe duration ofthe Cole Library renovation.
10. All library furniture must be removed from the library to prepare for the construction at the
Cole Library. The library staff will label all existing furniture and equipment that will be reused
with the final destination. All relocated library furniture from the Cole Library shall be
protected, loaded into trucks by the move contractor and relocated to the Farmers building
where the furniture will remain forthe duration ofthe Cole Library renovation.
11. The library staff will label all existing furniture designated to be refinished. The move
contractor will be required to relocate all furniture designated to be refinished to the
Farmers building. The move contractor shall stage furniture designated to be refinished
in a separate area ofthe first floor ofthe farmers building away from other furniture and
equipment so that it can be easily identified and accessed by the refinishing contractor
12. The library staff will label all existing furniture and equipment that will not be relocated back
into the renovated spaces as surplus or disposal. The surplus items will be relocated by the
move contractor to a storage destination to be determined by the City of Carisbad. Disposal
items will be hauled off and properiy disposed of off-site. The cost of the off-site disposal
should be included in the move contractor bid price.
13. All electrical and voice/data disconnection, and circuit safe-off will be performed by the
construction contractor prior to the removal of any energized furniture.
14. All disassembly, relocation and reassembly ofthe Herman Miller modular furniture systems
will be performed by others.
NOTE: The move contractor shall be required to stair carry content and furniture from
the south end of the second floor in the staff area of the Cole Library to the
loading dock. There are no elevators on the south half of the second floor of the
Cole Library.
15. All furniture that must be stair carried must be empty of all content.
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16. On the east and west mezzanines, where elevator access is available or areas where the
relocation between floors is not necessary, the move contractor will relocate vertical file
cabinets loaded. All lateral file cabinets will be emptied with the exception ofthe bottom 2-
drawers.
17. All white boards and bulletin boards will be removed by the general contractor. The move
contractor will need to relocate them to a staging area.
18. The move contractor shall be responsible for removal of furniture seismic straps, screws
and anchors from walls as needed. Seismic bracing for book stack shelving will be removed
by others.
Phase 2: Cole Library Move In M2/30/16- 1/12/16H0-Davs Normal Business
Hours
(Relocation dates may vary due to the construction)
1. After the Cole Library renovation has been completed, the move contractor will be required
to relocate the Cole Library staff content and computers back to the Cole Library. Computer
systems will be disconnected by the City of Carisbad Information Technology department
prior to the move. City of Carisbad Information Technology department will reconnect the
computers in the final destination at the Cole Library.
2. All stored ORAC and staff computer workstations, printers and network equipment will be
relocated from the Farmers building back to the designated location within the Cole Library.
All ORAC and staff computers workstations, printers and network equipment will be setup
by the City of Carisbad Information Technology department.
3. All existing phone sets will be moved back per plan by the move contractor. The move
contractor must take special care to assure that the phone sets are returned with the correct
person's content.
4. The move contractor will be required to remove the tables and desks setup on the second
floor Periodical area within the Dove Library for the temporary staging of the Cole Library
staff. These tables and desks will be relocated and placed per plan or relocated by the move
contractor to a storage destination to be determined by the City of Carlsbad.
5. All furniture and equipment designated for reuse shall be relocated from the Farmers
building back to the Cole Library per plan.
6. The Archival History library collections shall be relocated from the temporary climate
controlled staging area back to the Cole Library and stair carried to the second floor room
210. The archive collection will be removed from the Tyga bins and placed on the designated
shelving per plan.
7. The move contractor shall relocate the library carts with the staged collections of books,
journals, periodicals and electronic media collections from the Farmers building back to the
Cole Library. The move contractor will be required to remove the stretch wrap from the
library carts and carefully unload the collections onto the book stacks maintaining the proper
numeric order. The mover will assign a supervisor to monitor the shelving process to assure
the numeric order is followed.
NOTE: The move contractor shall be required to stair carry content and furniture back
up to the south end of the second floor in the staff area of the Cole Library
using the loading dock stairwell. Elevators are not available for this half of the
second floor
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8. All disassembly and relocation of the Herman Miller modular furniture systems will be
performed by others.
9. The move contractor shall be responsible for the seismic anchoring of all relocated items at
the final destination.
10. The move contractor will be required to provide cleanup services, remove all move
equipment from the site to include Tyga bins and empty boxes.
11. Move contractor will provide post move follow up services.
Phase 3: Dove Library Move Out M/13/16 -1/26/16) 10-Davs After Hours
(Relocation dates may vary due to the construction)
1. The Dove Library will be renovated after the Cole Library has opened. The Dove Library will
close down for the demolition of the public areas within the Dove Library. The office areas
will remain open.
NOTE: The move contractor will be responsible for coordinating directly with the general
contractor for move phasing. The Dove Library may require multiple relocation
mobilizations. The demolition and construction of the Dove Library is estimated
to take 50-days.
2. The City of Carisbad's Information Technology department will disconnect all online public
access catalog computers (ORAC), staff computer workstations and printers. The move
contractor shall protect all computer workstations, printers and to prevent damage during
the relocation to the temporary staging area. Protection shall include bubble hoods for LCD
monitors and zip-lock keyboard bags for all peripherals and cables. The move contractor
shall take every precaution to ensure that the systems are labeled correctly and bundle all
computer systems and peripherals together so that they can be reassembled with their
original components. The move contractor shall load all (ORAC) and staff computer
workstations and printers onto the mover supplied equipment carts and relocate them to
temporary staging locations determined by the City of Carisbad.
3. All existing phone sets will be moved by the move contractor. The move contractor must
take special care to bundle the phones with the specific person's content so that they can
return to the same person.
4. The move contractor will be required to relocate full-time and part-time Dove Library staff
to temporary locations within the Dove Library during the renovation of the staff areas at
the Dove Library. The staff move will include boxed office content and disconnected
computers systems which will be disconnected by the City of Carlsbad Information
Technology department. Library staff will pack their own personal items and office
content.
5. There are over 20,000 linear feet of books, journals, periodicals and electronic media
collections at the Dove Library however only a portion of these collections will require
move services. The move contractor shall remove all collections from the bottom shelf of
each book stack section to allow the carpet contractor to install carpet tile up to and
around the frame footing of the existing book stacks. This is an estimated 3312 LF of
collections to be moved. The collections on all shelves above the bottom row are to
remain undisturbed and shall be protected with plastic sheeting. The book stack shelving
will be removed by others.
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6. In some instances where the book stack will be relocated, the move contractor will be
required to remove all collections from the relocating book stack sections. Please refer to
the demolition and furniture plans.
7. The move contractor will be required follow the numeric order marked on the book stack
placards, carefully unload the collections for the shelves, and place them onto mover
supplied library carts maintaining the proper numeric order. Each ofthe loaded library carts
shall be labeled with the numeric order marked on the placards. The mover will assign a
supervisor to monitor the shelving process to assure the numeric order is followed.
8. The move contractor shall relocate the stretch-wrapped library carts with the Dove Library
collections to temporary staging locations within the Dove Library or the Farmers building
located at 5815 El Camino Real, Carisbad CA, 92008 to accommodate construction.
9. The move contractor shall remove all Dove Library furniture from the areas designated for
construction per the general contractors phasing plan. The furniture will be staged in various
locations within the Dove Library or may need to be relocated to the Farmers building
located at 5815 El Camino Real, Carisbad CA, 92008.
10. The move contractor shall provide professional piano moving services to relocate a limited
edition Steinway concert grand piano located in the Dove Library auditorium. The piano will
be relocated to a conditioned space by the professional piano mover. The professional piano
mover contractor shall protect and prepare the grand piano for moving leaving some air
vents to prevent condensation inside the piano.
11. All white boards and bulletin boards will be removed by the general contractor. The move
contractor may need to relocate them to a staging area.
12. All electrical and voice/data disconnection, and circuit safe-off will be performed by the
construction contractor prior to the removal of any energized furniture.
13. All disassembly, relocation and reassembly of the Herman Miller modular furniture systems
will be performed by others.
Phase 4: Dove Library Move In f5/4/16 - 5/17/16) 10-Days After Hours
(Relocation dates may vary due to the construction)
1. The move contractor will be required to relocate the Dove Library staff from their temporary
locations within the Dove Library to their final destinations within the Dove Library per plan.
2. All computers work stations, printers and network equipment will be relocated from the
staging areas within the Dove Library back to the designated location within the Dove Library
per plan. All computers work stations, printers and network equipment will be disconnected
prior to the move and reconnected in the final location by the City of Carisbad Information
Technology department.
3. All existing phone sets will be moved back per plan by the move contractor. The move
contractor must take special care to assure that the phone sets are returned with the correct
person's content
4. Relocate the library carts with the staged collections of books, journals, periodicals and
electronic media collections from the staging area within the Dove Library back to the
designated book stacks at the Dove Library. The move contractor will be required to carefully
unload the collections from the library carts onto the book stacks maintaining the proper
numeric order. The mover will to assign a supervisor to monitor the shelving process to
assure the numeric order is followed.
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5. The move contractor will be responsible for the seismic anchoring of all relocated items at
the final destination.
6. The move contractor will be required to cleanup, remove all move equipment, Tyga bins
and empty boxes when the move back in is complete.
7. Move contractor will provide post move follow up services.
Phase 5: Elmwood House - Cultural Arts Office Move ^5/16/16 - 5/17/16) After
1. The City of Carisbad Cultural Arts Office is located at 2955 Elmwood St., Carisbad, CA
92008 adjacent the Cole Library
2. The move contractor will be required to relocate all boxed content and computer systems
from the Cultural Arts Office from 2955 Elmwood St., Carisbad 92008 to the second floor of
the Dove Library.
3. The City of Carisbad's Information Technology department will disconnect all staff
computer workstations and printers. The move contractor shall protect all computer
workstations, printers and to prevent damage during the relocation to Dove Library.
Protection shall include bubble hoods for LCD monitors and zip-lock keyboard bags for all
peripherals and cables. The move contractor shall take every precaution to ensure that
the systems are labeled correctly and bundle all computer systems and peripherals
together so that they can be reassembled with their original components. The move
contractor shall load all staff computer workstations and printers onto the mover supplied
equipment carts and relocate them to the designated locations per plan.
4. The Cultural Arts Office consists of four (4) offices with five (5) staff. This move will be done
at the end of Dove Library renovation.
5. Furniture will not be relocated from the existing Cultural Arts Office at 2955 Elmwood St.
Carisbad, CA 92008.
6. All existing phone sets at the Cultural Arts Office will be moved by the move contractor to
the second floor ofthe Dove Library. The move contractor must take special care to bundle
the phones with the specific person's content so that they can return to the same person".
The move contractor must take special care to assure that the phone sets are returned with
the correct person's content
V. CLARIFICATIONS
1. The Move contractor shall evaluate if the Microfiche cabinets can be relocated safely and
without damage to the elevators. If so. Microfiche cabinets can remain loaded and could be
relocated full of content. Contractor shall prepare the microfiche cabinets as necessary for
the move by securing doors with bands or non-residue tape for easy removal.
2. The move contractor may be required to assist the library staff in shifting the collections to
fit the new shelving arrangements including the adjustment of the shelving in each section
as required.
3. The move contractor shall be required to stair carry content and furniture to and from the
south end ofthe second floor in the staff area ofthe Cole Library.
4. All existing phone sets wil! be moved by the move contractor. The phone system will not be
disturbed
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5. All electrical and voice/data disconnection, and electrical circuit safe-off will be performed
by the construction contractor prior to the removal of any energized furniture.
6. All office executive case furniture will be disassembled, relocated and reassembled by the
move contractor.
7. All library furniture will be disassembled, relocated and reassembled by the move
contractor.
VI. EXCLUSIONS
1. Disassembly / reassembly and relocation of modular systems furniture
2. Library book stack shelving modifications and relocations
3. Audio Visual podiums and equipment
4. Network equipment
5. Electrical work
6. Network cabling
7. Computer workstation disassembly and reassembly
8. Preparation and relocation of artwork
9. Non-move related janitorial services
10. Relocation ofthe Cultural Arts Storage sheds.
END OF EXHIBIT A
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Donna Heraty
From: Donna Heraty
Sent: Wednesday, June 24, 2015 4:38 PM
To: 'mick@cmtransfer.com'
Cc: Shelley Collins; Rhonda Gasper-Heather
Subject: Form 700 - Conflict of Interest
Dear Consultant:
Regarding your agreement with the City of Carlsbad for relocation services -
// your agreement states: Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interest in all four
categories.
It has been determined by the City Clerk's Office that you are not required to file a Conflict of Interest Statement for this
agreement with the City of Carlsbad. A copy of this email will be added to your file memorializing this decision.
Should you have any questions, please do not hesitate to contact me.
Kindest regards,
Ccityof
Carlsbad
Shelley Collins, CMC
Assistant City Clerk
City Clerk's Office
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008-1949
www.carlsbadca.gov
760-434-2917 I Shellev.Collins@carlsbadca.gov
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