HomeMy WebLinkAbout1999-08-17; City Council; Resolution 99-2921
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28 i
m RESOLUTION NO. 99-292
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, ACCEPTING A PROPOSAL AND AUTHORIZING
THE EXECUTION OF A PURCHASE ORDER.
WHEREAS, the City of Carlsbad requires library relocation services for the new Carlsba
library, and;
WHEREAS, proper purchasing procedures have resulted in the receipt of proposals fro1
qualified contractors;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad a
follows:
1. The proposal of National Library Relocations, Inc., 70 Bridge Road, Central Islip, N'
11722, is hereby accepted.
2. The Mayor of the City of Carlsbad is hereby authorized and directed to execute ~
contract for these services, a copy of which is attached hereto, for and on behalf of thl
City of Carlsbad for the period of one year.
3. The Purchasing Officer is hereby authorized and directed to issue a purchase order fo
library relocation services to this contractor.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the Cit:
of Carlsbad held on the 17 day of Auqust , 1999, by the following votc
to wit:
AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin
NOES: None
ABSENT: None
ATTEST:
(SEAL)
w
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made and entered into as of the 17th day of
August I 19 99, by and between the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as “City”, and NATIONAL LIBRARY RELOCATIONS, INC., a
corporation, hereinafter referred to as “Contractor.”
RECITALS
City requires the services of a moving services Contractor to provide the necessary
relocation services for activities necessary to transfer equipment, books and related items to the
new Carlsbad library; and Contractor possesses the necessary skills and qualifications to
provide the services required by the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. CONTRACTOR’S OBLIGATIONS
The Contractor will perform moving and relocation services as specified in:
The request for proposal titled “Moving Services for the New Carlsbad Library” which
was due on June 24,1999.
0 The Contractor‘s proposal submitted in response to the above request for proposal
which is attached as Exhibit 1.
The timetable which is attached as Exhibit 2
This agreement.
-1 - rev. 2/26/99
w W
2. CITY OBLlGATiONS
The City shall make available the facilities involved in the relocations during the agreed
upon hours and provide City staff supervision during hours of work.
3. PROGRESS AND COMPLETION
The work under this contract will begin on the dates specified in Exhibit 2 and end within
the period stated in the contractor's proposal for each phase. Changes to time frames may be
granted if requested by the Contractor and agreed to in writing by the Library Director or
Assistant Library Director.
4. FEES TO BE PAID TO CONTRACTOR
The total fee payable for the services to be performed shall be $65,580.00. The total
payment for each phase shall be as follows: Phase I, $34,620.00; Phase 11, $4,680.00; and
Phase Ill, $26,280.00. No other compensation for services will be allowed except those items
covered by supplemental agreements per Paragraph 8, "Changes in Work".
5. DURATION OF CONTRACT
This agreement shall extend for a period of one year from date thereof, or upon the
acceptance by the City of all work to be performed by the Contractor, whichever occurs first..
The parties shall prepare extensions in writing indicating effective date and length of the
extended contract.
6. PAYMENT OF FEES
Payment of approved items on invoices received before the fifth day of the month shall
be mailed to the Contractor prior to the last day of the month the invoice was submitted.
-2- rev. 2/26/99
m a
7. CHANGES IN WORK
If, in the course of the contract, changes seem merited by the Contractor or the City, and
informal consultations with the other party indicate that a change in the conditions of the contract
is warranted, the Contractor or the City may request a change in contract. Such changes shall
be processed by the City in the following manner: A letter outlining the required changes shall
be forwarded to the City by Contractor to inform them of the proposed changes along with a
statement of estimated changes in charges or time schedule. A Standard Amendment to
Agreement shall be prepared by the City and approved by the City according to the procedures
described in Carlsbad Municipal Code Section 3.28.172. Such Amendment to Agreement shall
not render ineffective or invalidate unaffected portions of the agreement.
8. COVENANTS AGAINST CONTINGENT FEES
The Contractor warrants that their firm has not employed or retained any company or
person, other than a bona fide employee working for the Contractor, to solicit or secure this
agreement, and that Contractor has not paid or agreed to pay any company or person, other
than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other
consideration contingent upon, or resulting from, the award or making of this agreement. For
breach or violation of this warranty, the City shall have the right to annul this agreement without
liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise
recover, the full amount of such fee, commission, percentage, brokerage fees, gift, or contingent
fee.
9. NONDISCRIMINATION CLAUSE
The Contractor shall comply with the state and federal laws regarding nondiscrimination.
-3- rev. 2/26/99
W 0
10. TERMINATION OF CONTRACT
This agreement may be terminated by either party upon tendering thirty (30) days written
notice to the other party. In the event of such suspension or termination, upon request of the
City, the Contractor shall assemble the work product and put same in order for proper filing and
closing and deliver said product to City. In the event of termination, the Contractor shall be paid
for work performed to the termination date; however, the total shall not exceed the fee payable
under paragraph 4. The City Manager shall make the final determination as to the portions of
tasks completed and the compensation to be made.
11. CLAIMS AND LAWSUITS
The Contractor agrees that any contract claim submitted to the City must be asserted as
part of the contract process as set forth in this agreement and not in anticipation of litigation or in
conjunction with litigation. The Contractor acknowledges that if a false claim is submitted to the
City, it may be considered fraud and the Contractor may be subject to criminal prosecution. The
Contractor acknowledges that California Government Code sections 12650 et sea, the False
Claims Act, provides for civil penalties where a person knowingly submits a false claim to a
public entity. These provisions include false claims made with deliberate ignorance of the false
information or in reckless disregard of the truth or falsity of information. If the City of 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 City project 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. w (Initial)
-4- rev. 2/26/99
e 0
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. & (Initial)
12. JURISDICTION
The Contractor agrees and hereby stipulates that the proper venue and jurisdiction for
resolution of any disputes between the parties arising out of this agreement is Sari Diego
County, California.
13. STATUS OF THE CONTRACTOR
The Contractor shall perform the services provided for herein in Contractor's own way as
an independent contractor and in pursuit of Contractor's independent calling, and not as an
employee of the City. Contractor shall be under control of the City only as to the result to be
accomplished, but shall consult with the City as provided for in the request for proposal. The
persons used by the Contractor to provide services under this agreement shall not be
considered employees of the City for any purposes whatsoever.
The Contractor is an independent contractor of the City. The payment made to the
Contractor pursuant to the contract shall be the full and complete compensation to which the
Contractor is entitled. The City shall not make any federal or state tax withholdings on behalf of
the Contractor or its employees or subcontractors. The City shall not be required to pay any
workers' compensation insurance or unemployment contributions on behalf of the Contractor or
its employees or subcontractors. The Contractor agrees to indemnify the City within 30 days for
any tax, retirement contribution, social security, overtime payment, unemployment payment or
workers' compensation payment which the City may be required to make on behalf of the
Contractor or any employee or subcontractor of the Contractor for work done under this
-5- rev. 2/26/99
W
agreement or such indemnification amount may be deducted by the City from any balance owing
to the Contractor.
The Contractor shall be aware of the requirements of the Immigration Reform and
Control Act of 1986 and shall comply with those requirements, including, but not limited to,
verifying the eligibility for employment of all agents, employees, subcontractors and Consultants
that are included in this agreement.
14. CONFORMITY TO LEGAL REQUIREMENTS
The Contractor shall cause all final reports to conform to all applicable requirements of
law: federal, state and local. Contractor shall provide all necessary supporting documents, to
be filed with any agencies whose approval is necessary.
Contractor agrees to allow City or its designated representative to monitor, audit, review,
and examine the methods, procedures, and results of Contractor.
15. OWNERSHIP OF DOCUMENTS
All plans, studies, sketches, drawings, reports, and specifications as herein required are
the property of the City, whether the work for which they are made be executed or not. In the
event this contract is terminated, all documents, plans, specifications, drawings, reports, and
studies shall be delivered forthwith to the City. Contractor shall have the right to make one (1)
copy of the plans for its records.
16. HOLD HARMLESS AGREEMENT
Contractor agrees to indemnify and hold harmless the City of Carlsbad and its officers,
officials, employees and volunteers from and against all claims, damages, losses and expenses
including attorney fees arising out of the performance of the work described herein caused in
whole or in part by any willful misconduct or negligent act or omission of the contractor, any
-6- rev. 2/26/99
* Q
subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts
any of them may be liable, except where caused by the active negligence, sole negligence, or
willful misconduct of the City of Carlsbad.
Contractor shall at its own expense, upon written request by the City, defend any such
suit or action brought against the City, its officers, officials, employees and volunteers.
Confractor’s indemnification of City shall not be limited by any prior or subsequent declaration by
the contractor.
17. ASSIGNMENT OF CONTRACT
The Contractor shall not assign this contract or any part thereof or any monies due
thereunder without the prior written consent of the City.
18. SUBCONTRACTING
If the Contractor shall subcontract any of the work to be performed under this contract by
the Contractor, Contractor shall be fully responsible to the City for the acts and omissions of
Contractor‘s subcontractor and of the persons either directly or indirectly employed by the
subcontractor, as Contractor is for the acts and omissions of persons directly employed by
Contractor. Nothing contained in this contract shall create any contractual relationship between
any subcontractor of Contractor and the City. The Contractor shall bind every subcontractor and
every subcontractor of a subcontractor by the terms of this contract applicable to Contractor‘s
work unless specifically noted to the contrary in the subcontract in question approved in writing
by the City.
19. PROHIBITED INTEREST
e
No official of the City who is authorized in such capacity on behalf of the City to
negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving
-7- rev. 2/26/99
W 0
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.
20. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of the City,
either before, during or after the execution of this contract, shall affect or modify any of the terms
or obligations herein contained nor entitle the Contractor to any additional payment whatsoever
under the terms of this contract.
21. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 18, "Hold Harmless Agreement," all terms,
conditions, and provisions hereof shall inure to and shall bind each of the parties hereto, and
each of their respective heirs, executors, administrators, successors, and assigns.
22. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written above.
23. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the City's
conflict of interest code, that the Contractor will not be required to file a conflict of interest
statement as a requirement of this agreement. However, Contractor hereby acknowledges that
Contractor has the legal responsibility for complying with the Political Reform Act and nothing in
this agreement releases Contractor from this responsibility.
-8- rev. 2/26/99
w 0
24. INSURANCE
The Contractor shall obtain and maintain for the duration of the contract and any and all
amendments insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the work hereunder by the contractor, its
agents, representatives, employees or subcontractors. Said insurance shall be obtained from
an insurance carrier admitted and authorized to do business in the State of California. The
insurance carrier is required to have a current Best's Key Rating of not less than "A-:V" and shall
meet the City's policy for insurance as stated in Resolution No. 91-403.
A. Coverages and Limits.
Contractor shall maintain the types of coverages and minimum limits indicated
herein, unless a lower amount is approved by the City Attorney or City Manager:
1. Comprehensive General Liability Insurance. $1,000,000 combined single-
limit per occurrence for bodily injury, personal injury and property damage. If the submitted
policies contain aggregate limits, general aggregate limits 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). $1,000,000 combined single-limit per accident for bodily injury and property
damage.
3. Workers' Compensation and Employer's Liability. Workers' Compensation
limits as required by the Labor Code of the State of California and Employer's Liability limits of
$1,000,000 per accident for bodily injury.
-9- rev. 2/26/99
W 0
4. Professional Liability. Errors and omissions liability appropriate to the
contractor’s profession with limits of not less than $1,000,000 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 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.
-10- rev. 2/26/99
e 0
25. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of the City and on behalf of the Contractor in connection with the foregoing are
as follows:
For City: For Contractor:
Library Director Title Michqel BicK, QQqiona\ S~~PS
City of Carlsbad Name HkAae\ DictL
1250 Carlsbad Village Dr. Address 70 ?3l id4e &a&
Carlsbad CA 92008 C't?'r\fraI 15l:p. I E3y [I 7 &L
26. BUSINESS LICENSE
~t.iohr*\ L; Lraw.1 (~o{~c~+~on
Contractor shall obtain and maintain a City of Carlsbad Business License for the duration
of the contract.
ill
ill
Ill
Ill
Ill
Ill
- 11 - rev. 2/26/99
w e
27. ENTIRE AGREEMENT
This agreement, together with any other written document referred to or contemplated herein,
embody the entire agreement and understanding between the parties relating to the subject matter
hereof. Neither this agreement nor any provision hereof may be amended, modified, waived or
discharged except by an instrument in writing executed by the party against which enforcement of
such amendment, waiver or discharge is sought.
Executed by Contractor this \3 day
CONTRACTOR:
NATIONAL LIBRARY RELOCATIONS, INC.
-B;
BY. . &&A+na (sign here)
\la~~~;t Mi \lev, Secvc+<vq
(print nameltitle)
J
By: 5" (sign here)
SCQ* pcs,\(Qx ?*d&
(print name/title)
ATTEST:
KAREN R. KUNDTZ, Assistant City Clerk
(Proper notarial acknowledgment of execution by Contractor must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant
treasurer must sign for corporations. Otherwise, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to
bind the corporation.)
APPROVED AS TO FORM:
R. BALL, City Attorney
BY: RoND- 62 k
&pstanGity Attorney
ci'rSl9S.
-12- rev. 2/26/99
W m
State of /IJ& ~drk
Countyof&L Lfll r.//,. c 4
ss.
Onthis . /P * day of ,A?~&S/- , 19 yz before me
d
personally came , Sco ++- - 'I/< r , to me known, who
being by me duly sworn, did depose and say that he is the '?/P 5 I- d ed
of :NdrUkn. I L' hvm v-L.x. .c? (~~4-i~~
the corporation described in and which executed of the above instrument, that he knows the seal of
said corporation; that the seal af€ixed to said instrument is such corporate seal, that it was so af€ixed
by order of the Board of Directors of said corporation, and that he signed his name thereto by like
order.
MY commission expires ,,/&Lo
WEN L lUlCR€II lbby Public In the State of L !lo. 4650~85-Commissian kp&&b
%-
Notary Public
0 0
State of h>eu Voy K ss . county of s, c.F, i K
persodyeame . ~~~~y~~ h.II,f c aeehL, a,,, Who
beingbymedulysworn,diddeposeandsaythatheisthe ~PCVP {Qvq ,
onthis , \3+h day of AUT+ ,19 4% before me
of UQfigbttI L; Lr ard g*kakiWS In<.
the corporation described in and which executed of the above instrument, that he knows the seal of
said corporation; that the seal afked to said instrument is such corporate seal, that it was so affixed
by order of the Board of Directors of said corporation, and
order.
My commission expires A? 3/, 2.4
DAVID E. FERLAUTO NOTARY PUBLIC, State of New York No. 30.4790360 Qualified in Suffolk County Commission Expires May 31, -9
w e
EXHIBIT 1
CARLSBAD CITY LIBRARY
Lif+m%”.
e: ae$iwah6+ &“#7
MOVING SERVICES FOR TAE NEW CARLSBAD LIBRARY
Due: Thursday June 24,1999 - 500 PM
RESPECTFULLY SUBMTXED BE
NATIQNAL LIBMY RELOCATIONS, MC.
Central I&, New York 11722-1411
70 Bridge Road
..
-_ AI[ services and cos& enchsed herein are accruate.and authorized by:
Scolt Miller, President - NLR
W 0
NAnOffAL LIBRARY RELOCATIONS
LETTER OF TRANSMITTAL
a) OFFERER: NAlTON'AL LIBRQRYRELOCQTIOIVS, mC'
70 BRIDGE ROAD
CENTRAL ISLIP, NEW YORK 11722441 1
PHONE#: 1-800-486-6837
5 16-232-2233
FAX: 5 16-232-2236
b) Person autplorized to contractualy obligate the org&tiOa: Scott mr, Resident
c) Name, Title, Phone # of person authorized to negotiate the contract for the
organization:
Michael Dick
Regional Sales Manager
1-800-486-6837
5 16-232-2233
360-576-7055
.. d) Name, Title, Phone# for cJarifjcatio~
Michael Dick
Regional Sales Manager
1-800-486-6837
5 16-232-2233
360-576-7055
0 e
m~uBRIIIIY~llows
June 22,1999
Mr. Kevin Davis, Buyer
Purchasing Department
CARLSBAD CITY LIBRARY
1200 Carkbad Vdage Drive
Carlsbacl, CA 92008
e
.RE: LIBRARY MOVING SERVICES .
Dear Mr. Davis:
National Library Relocations, I%, is pleased to submit the following propsaI for the
relocation ofthe carlsbad City Lm. I hope that we may be instrumental in making this a smooth,
efEcient, and successful tramition for the library.
N&nui Lhwy lteh+m, I=? is a New York based, privately held corporation. It was
originated as a total library service corporation NZR handles approximately fifty to seventy-five
library projects per year. These projects range gom simple shifts to total library moves. We also
handle specialized projects such as interior planning and layout, vacuuming, security stripping, bar
coding, merges and segregations.
It is most important that the mover chosen to relocate a library be well versed in liiary
science. 0u.r company is unique in that we specialize in only moving libraries. .We have a trained
staffthat is totally fsrniliar with all types of classifications and any types of integration or segregation
can be handled by our &.
One of our most recent moves was the New Mexico State L1hm-y. This project involved the
relocation oftwo separate entities - Library and Archives - into a single new facility, It inchded the
transfer of .a 300,000+ volume book collection and the segregation, relocation, resequencing and
intedhg of 1.2 million volumes of US and State documents. A large Special Collections division
and a Reference Collection were also moved along with the entire hirary stafE' In addition, all
collections were vacuumed prior to leaving the old building. At the same time as the New Mexico
project, National Library ReZuc&nq Znc, packed and moved to temporary storage 180,000
volumes for the City of Orange Public Library in California Approximately 400 sections of shelving
and six (6) trailer loads of furniture were also moved to storage. Both projects were completed on
schedule and with budget.
70 Bridge Rwd, Centrol lslip NY 1 1722-1 41 1
TOLL FREE 1 800BRMOVFq
TEL 516-232-2233 FAX 516-232-2236
w 0
NATIONAL LIBRARV RELOCATIONS
CARLSBAD CITY LIBRARY
Page Two
June 22,1999
NorionnlLjbnuy Relocations, X=, offersawiderangeof additional services along with our
total relocation service. They are as follows:
B
m
Integration and segregation of collections
shifting ofpartiai collections
rn
m
rn
B
I
Move specifications
Consultation and plxmiug
Budget figures
vacuuming ofcollectiom
Shelving layouts
Equipmentreatal
Shelfreading
Inventory of collections
Library ofcongress conversions
m Book shehring of end of semester books
All shelving needs -
8 Bar coding
m Book storage
W ,a
NATIONAL LIBRARY RELOCATIONS
CARLSBAD CITY LIBRARY
Page Three
June 22,1999
PROJECTS RECENTLY COMPLETED
November 1998 Dartmouth College-Special Collectiuns Berkeley Public Library Huntington Public Library - Ma&
Metmpolitan Museum of Art (cleaning project)
YIVO Institute of Jewish Research
Califbraia Insti- of Integral Research
North Castle Public Libmy
Orange PUMic Libwry (Phase II)
Trave& Area District La-'
January neb- 1999 Certtral Missouri State University
Oceanside Public Library ; Sieva Vista Public Library
FebruaryiMarch 1999 Groton Public Libmy
Orange Public Library
3kcember 1998 Multnomah Gounty Library (Phase nI)
SUNY-BinghamtOa
Mar& 1999 Cape Fear Community College
Columbia University .
YonkeriPutiIic ~ibrary
Apd'1999 CorneU Medical LibFary
Saint Lawrence University (phase.II)
Wellesley College (Pw I) chartotte Meckbburg - Mint Hill Branch
Holy Cross Abbey
May 1999 Oxfwd College of Emory University
CURRENT AND FUTURE PROJECT$
June 1999 Worcester Public Library
Columbia Udiversity (Butler & Lebmann Libraries)
Ethical Culture - Fiehiston School
Shelter Rodc Elementary Schooi
Oyster Bay High School .
Amherst CoIlege
Hotchkks Schoot
Muttnomah School System
Holloman Air Force Base
Juiy 1999 NYU Institute of Fine Arts
Cornell University Medical College
New RocheUe High School
kola Elemmtary School
Wellesley College (Phase 11)
St.. Lawrence University (Phase 111)
Reconstructionist Rabbinical College
August 1999 Middlebury College
NH '.
CA
NY
NY
OR
NY
CA NY
CA MI MO
. CAF Az
MA
CT
W' NC
NY
NY NY
'NY M4
NC
YA GA
MA NY
NY
NY
NY
MA -cT
OR NM
NY
NY
NY
PA
VT
MA
NY
PA
w e
NATIOHAL LIBRARY RELOCATlONS
CARLSBAD CITY LIBRARY
Page Thee
June 22,1999
PROJECT PLANNING
N&nJ Library ReZoc&ns, Znc, recognizes that our role 8s youirelocation contractor
involves more than the mere physical move of the book colldns. We are .jhe vital link in the
~nofvariousco~~fi.omtbeirold~toanewsequenceinanewIoc~~ During
thistransition,ourpositionwillbetominimi7elibraryanduserdisntpt'ionandinconvenience.
Notional Library RelocPtions, Inc, accepts the responsibility for project ,phming,
@ternentaton and execution of yourdocation project. &-part ofthe pm stage, we wi~-
A. Set up a prehioary meeting with Library Move Coordinator to discuss and
determine collection move sequences aad logist&
B. Layout and color code collection location bhe prints.
C. Assign a staf€to tag d bbel coJkctions to be mvecl.
D. Provide for buikl-ing protection.
E. Hold daily progress medings.
F. SuppIy daily logs and collection updates as to location of materials, materials in
transit and next days schedule.
G. Assist hi with collection spacing and shelf fill ratios.
W 0
NATIONAL UERARV RELOCATTIOMS
CARLSBAD CITY LIBRARY
Page Four ..
June 22,1999
EXECUTIVE CONSULTANWADVISOR RESUME
The success of a library relocation is directty.dependent'upoa the supervisory control from the preliminary
plannbg stages to the post-move services. The N-" Relucahns, team is skiild to. execute these
tasks. The following list of executive consultants and advisors will exempli@ the depth of experience and
abilities our Management Team offer.
Scott1Cil[iller
Wit of-dmrtzgr ~ucutions~~ with over tweaty five years of "hand expetience
in consultation, coordinating and contracting experience in managing all aspects of library.reldm. This
involvement includes speaking with client committees to assist in making ovdl plans for relocations;
conducting meetings with department heads to orient them on how the move will m detailed analysis in
conjun&m with interim desi and subcontractors to schedule the various activitia that must be COIlopleted
prior to the transfq supavising marking of plans for traffic flow of the book wUection out of thepreset?
quarters and into the~nmvpmisq guidance m making &or plans and preparing tags, and personal supervision
during the physical move. Mr. Millais a graduate architect and has beedl personally involved with many of the
major hi docations throughout the amw. He commits himself to total iavoivemnt in al1 aspects of your
move hm planning stages through the completion of the physical. &ve
hael Dick
Afburteen yeartransportationindustty~thatspansaH~ofmanagementandsales. Mr.Dick
has over ten years of experience in library re1ocatim.s and has been involved in over 100 library retocations
throughout the country. Mr. Dick is a college graduate and is curfeatly tbe West Coast Sales Manager. Hi
commifmenf and dedication to each of his projecs is tobd and he gets directly involved is the taggi~g, s,&eduling
and supervision of libmy projects. He is aIS0 availabe for c~nsultation and to meet with library staff to explain
their responsibilities during a project.
PimBeMd ..
Ms. Phi, Regid Sales Manager, holds a Master's kgme in Library Science and has over 15 years
experience in the fieidof hihip. Her background includes work in autoniation, cataloging, efsence, and .
audiovisual services for both academic and public libraries. Prior to entering the' r&ca!ion industry, she
hnctioned as the Assistant Director for Public Services & Automatibn at a Community-Technical College.
Diane has been applying her library skiIb in 'this related area for the past three years and has been integmUy
involved in a number of ventures including managing the barcoding of 2,000,oOa volunk at a large public
university.
W 0
rutnotw LIBRARY RELOCATIONS
CAlRLSBAD CITY LIBRARY
Page Five
June22,1999
Job Coordinator:
PERSONNEL LIST
Scott Miller
Michael Dick
Diane Pikul
Kees Edelman
&giect ManamredSuDewhors:
Peter &om, Jr.
David McNeiH
. Twenty five. years experience .moving libraries. Moved over
three hundred I~'braries, BS. Degree in Architecture -.New
York Institute of Technology.
Fomeen years experience. Moved over 100 libraries (UCL& Washington University, Linda Hal1 Library, University of
British Columbia, USAF Academy).
'Fifteen years exmen& in the field of Iiisp. Master's
Degree in Ll'brary Science. Worked in automation, cataloging, ref&ence, and audiovisual services fbr both academic and public
libraries.
Nine years experience. Moved' oyer 150 libraries (handled
Vancouver Public Libmy, Kean . College, University of
Alabama-Special CoU-, San Francisco Public Libmy,
University of British Columbia, Yivo Institute for Jewish
Research, Columbia University).
..
Nine years aperhw. Moved over 150 Libraries (bandled
Vancower Pubtic Library, Washgtoa. University, San
Francisco Public Library, and most recently University of
Wish Columbia 'which involved an integmion of 200,000 volumes into a Oonection of 600,000 volumes).
Master's hgree in Library Science fiom University of Soh
CCUOI~ Functioned 'is supMsor and/or ASS- Project
Manager for the following NLR projects: Traverse Area
District Lib- o, MuItnmah County (OR), and Berkeley
(CA) Public Library. Over twelve years in the library field
at Charlotte Public and Johnson C. Smith Libraries.
Susan Sheldon h@S from Texas Woman's University. Extensib expwieirce
in Ca- Technical Services, and related cogputer
applications. Buildi Committee - design and constru~on
of New Mexico State Libm.
Crew:
Rebc&ns, Inc:
The following employees have been on at least fw (40) library relocations for Na&n,al Lfbrery
Charles Fleming RobertPagan Nathan Eckenrode Mike Sutton
Daniel Kehoe Joseph Sutton
Scott Miller, Jr. James Schreiber
W a,
NATlONAL LIBRARY RELBCATIONS
CARLSBAD CITY LIBRARY
Page Six
June22,1999
LABELING METHODOLOGY
As.expW in the Project Planning sec?ion, NLR wiU work with the Move Coordinator to
’ lay out ad color code the cdection locatin for the actual move. Following this layout, NLR st&T
wilI tag and Jsrbel the c~llections. NZR employs special labels which hcMe the floor number (if
appIicab& rangey and sheifnumber for each coktbn segment. DifExent areas or couections may
be coded m grees in blue, in yellow, etc., to.prevmt ShehringprobIems at destination. In addition,
aparticularcollectionandnoterequisitefinratios(e.g.~shelves1000/oorleave6”spaceattheend
of each shelf). Please see exampfes on the following pages.
~~d~signssooour‘~bookers”knowtheproperplacest0~~op
..
w e
..
NATIONAL LIBRARY RELOCATIONS
..
THE FOLLOWING PAGES ARE EXAMPLES -OF OUR
TAGS AND LABELS WHICH ARE USED TO .COLOR-
COORDINATE THE vmous LIBRARY COLLECTIONS.
OUR LABELING SYSTEMS ENABLE US TO SIMPLIFY
AND EXPEDITE EVEN THE MOST COMPLEX MOVE.
..
W w
NATIONAL LIBRARY RELOCATIONS
IPSTEUCTlOYAL SIGH
W I w
1 IAl MNAL UBRARY RELOCATIO#S
' . ETfl-RT 1. ..
I
I
: CJT0.P
w 0
NATIONAL LIBRARY RELOCATIONS
CARLSBAD CITY LIBRARY
Page Seven
June22,lW
RELOCATION METHODS
Q!=kAi=
Library Collection
OversjzeBooks
Rare Weriais
Library Shelving
"
Moved on rolling carts
Moved on oversize' carts with onIy three shelves
M~~edinse~uritycarts-paddedifneeded
Sections moved on dollies, shelves moved in
commercial bins (48"~24%28~*)
Desks Turned on end and moved on dollies
File Cabinets Moved on doilies in upright position
MicrofilmMackes
Computer Terminals
padded and placed in cofmnercial bins (48"x
24"48")
Padded, placed in &mmercial bins (48"xZ4"x
28") or packed in original b0xe.s and transported
Card Catalogs Drawerswrappedwithcorrugatedpaperand
moved on dollies in upright position.
Office Equipment Padded.and moved on oversized rolling carts
Electronic Equipment Wrapped and moved m large confajners
copy Machine Must be seryiced (if~eded) before moving-
moved in upright position and transported
Pictures & Fragile Office Equipment Padded and secured in conrmercial bins (48"x
24"x28")
W 0
NATIONAL LIBRARY RELOCATIONS
CrnSBAD CITY LIBRARY
Page Eight
June 22,1999
..
COLLECTION RELOCATION
N" R&*m, Znc, m mnjunction with the L~kary Move Coordinator will
buapmve meting to plan t~ae hbn and sequence ofd materialsin the ~eneral CoIlectiOns,
Because of the amount of IlWelds m these mllectiom, the seqe Jayout and taggiug win be
critical. TIE procedures to be used Will IidiscuSSed in detail at the pmove meeting but Will
include the following:
A. Identi@ arad tag collection locations m the existing hi.
8. Identi@ ami tag various materials to be mtegmtedar segregated in new hi.
C. Identi@ and tag designated coltection locations in& hi.
D. Vem ~helfm ratios %r gened cir- cokakms.
E. Provide color coded location plan for various'conections.
F. provide~vinglogto~~e~moved,m~andbeing~adedifnecessary. ..
G. Provide hr monitored traflic flow in public areas.
H. Provide €or daiiy progress meetings to discuss pFocedures and problems ifmcessary.
..
w a
NATIONAL LIBRARY RELOCATl0)IS
CARLSBAD CXTY LIBRARY
Page N&
June 22,1999
NATIONAL LIBRARY RELOCATIONS. INC,
TRAINING FRdCEDUReSMORARY HELP ..
hiz&nufLibrauy Rebcdms, I., will endeavor to useall its Own persomi in the critical
areas ofthis relocation Because of the ~0mpIexity of the pro&&, our personnel wiH oversee aB the
l~adltlg and unloading ofthe mater$isto be intqptd hy lo~al hetpwilI wok in conjllIlcton with
OUr?&t!dIt'brarystaff.
,
Any local klp wouldbe instrua hthe correct lnethds ofloading d unloading.books,
the correct way to pick-up mates and the way to push our book bins. This instruction will take
piace prior to the actual move md will be conducted by our project Coordinator.
k pmcedum win insure all persoonel have a complete and hwiedgeabte understanding
of the materiazs they will be involved with mow. ..
TRAINING PROCEDWRESIMETEBDS FOR EMPLOYEES
Every new etaployee of N.& Libnuy Reloccdions, Inc, starts working as a "bin
pusher". Their prhnary respons~Mity is to push the loaded bins fiomlhe old location to the rmv
htioll.
Duringthe~~wingthreemonrbs,our"binp~~arepairedupwithe~~~bookers
and~einstructedm~propermethodsofrOadingandunloadingbiasand~lpinloadingand
unloading bins through the booker.
Fo~~this~period,those~qualifj.byunderstandingthecolorcodingsystem,are
firrther instructed into the procedure of integration and segregation. Our-bookers, m have had a
minimum of six months.experience, do the actual loading and unloadkg of materials in correct.
sequence. OW mpehrs have a minim~m of two yeats wordng experience and their ovem
responsibii is to ,assist the job coordjnator. The job coo~ors have €ive years e xperiencein
h-movitlg and are involvedintbe.prsabove meetings, tasginsand overall flow of the relocation.
e
NATIONAL LIBRARY R€LWATHINS
CARLSBAD CITY LIBRARY
Page Ten
June 22,1999
IDENTIF'ICATION AM) SECURITY
' Throughout the entire project, all Nind Libnwy Rhations, I=, employees will be
unifbnned withoorporate identiition prominently displayed. Supervisors m thevarious locations
areidmt&bkbyadi&rentcolorunifonn, Thisallowstheli'braryfiistandeasyaccesstotheh!ZR
chain of command. Each area will have a NLR fbreman responsiik for various job functions (ie-
stack foreman - loading, stack foreman - unloadin& ttaffic flow, etc.).
During the course of the project, the liiary collections win (at all times) be der direct
control ofNZRpersonneL At no time will hi materials be lefi unattended m public haUways or
elevator areas. In the past, NorionalLibrruy ReCocaiions, I=, has moved millions of dollars of
securities for a large brokerage house, patents, and formulas fbr an internatonal pharmaceutical
company as well as vafuable d irreplaceable me books for various colleges and univ- where
searitywasofutrnostconcent Theroningbookbinsweusecanbesecuredbyuseofacormgated
sleeve that tits over the top and covers all four sides, The book bias can a290 be stret&wrappei
This method encloses the entire bin and its contents m a plastic cover.
NinhdLihny Rddns, I=, win provide secufity barriers and caution tape wherever
possible m any public areas to help minimize traflic flow and seuuity problems. We will station
personnel m high traftic areas to maintain the security of the materials being moved.
e *
NATIONAL LIBRARY RELOCATIONS ' '
CARLSBAD CITY LIBRARY
Page Eleven
June 22,1999
BUILDINGPROTECTION . .
Nafional Library Rek&tts, Inc, will provide building protection in three distinct areas. . -
Buitdiae Pmtectioa
We will provide heavy cardboard corner bucks and cormgated €or comers, door lianes and
walls. Carpet and slate floor areas will be protected by maso& and plywood covering tapen
together &joints. This will protect the fioors fkom any marring due to the musual amount of tratlic
caused by the book bins. Any budding protection cwently m place should be left to fkilitate the
move.
Elevator Protection
We will provide rnasonite and chth pads to protect the interiors of aU elevators being used
in the move.
Shehinn Protection
We will provide corrugated to cover aU end panels m the new locations. This will protect
against nicks and scratches.
..
w e
NATIONAL LIBRARY RELOCATIONS
CARLSBAD CITY LIBRARY
Page Twelve
June 22,1999 EOUIPMENT
N&nalLibrary Relucuthns, Inc, will sup& the fbllowiag services, equipment and
materials for the City of Carisbad Lr'brary:
* 100 Doubie Sided Rolling L12mry Book Carts
* 30 Single Sided Rolling Ll'brary Book Carts
* (4) 14-28' Straight Trucks
* AilNecessary Moving Equipment:
Ramps, Doks, Hand Trucks, Bins, Etc.
* 100 - 4 Wheel Dollies
* Trained L1hu-y Personnei
* Pre-move Meeting
* Progress Meeting
* Daily Updated Moving Log
*AUTagsaradLabels
* CoIor Coded Blue Prints
* Building Protection I
Cormgated for Walls and Corners
Maso&e./PIywood for Carpet Areas
* Shelving Protection
Com.gated for End Panels
8 Elevator Protection
Cloth Pads
* Insurance Coverage
W 9
NATIONAL LIBRARY RELOCATIONS
LIBRARY BOOK CART$
LOO CARTS - 5 SHELVES
36"L x 12v x 5'H
200 CARTS - 4 SHELVES 36"L X 15'W X 5'H
-.
"~ ~~
50 CARTS - 4 SHELVES
36"L X 12'V X 5'H
20 CARTS -ADJUSTABLE SHELVES
'*8"L X 24"W X 5'H
I
a
NATIONAL UBRARV RELOCATIONS
CARLSBAD CITY LIBRARY
June22,lW
Page Thirteen
MOVETIME F”$
The following is a move time fixme schedule for the City of Carlsbad L1- reiocation as
hllows:
I Phase1 9 working days (8 hourdays) PhaSeLI 1 work day ( 8 bwdays) *Phase m 10 working days (8 hourdays)
* Piease Note:
-ugh the proposa~ specifie~ phase III to be cornp~ed m seven-(n working days.
N&~ulLibrtuy &loc&m, Znc, believes that, based on realistic intedibg averages, that it
will take up to ten (10) working days to complete this phase. .
SEOUENCE AND SCEEDULE OF MOVE .
Prior to the start date, National Libnuy Rekahns, Zm,’ will work with the Move
coordinator to determine a move sequ~nce and schedule., NLR estimates that the .entire relocation
will take approximateIy twenty (20) working days of eight (8) hours in duration.
~~~ftbeco~nmove~be~~bythe~collection~youtplan
deveioped by the lii. NLR.dptes multiik teams working sisn-wb to relocate the
entire collection.
TENTATIVE MOVE SEOUENCE
1 MonthPrior Pre-move meeting t6 esttablisb move
sequemiand disc& logistics.
I Week Prior Final pre-move meeting to fhlke move
“andplan. Tag and label c~llections.
Start cIeaning various collections.
2 Days Prior Deliver equipment.
Install buiMing protection.
Move day start moving cohtions as per move pb.
W e
NATIONAL LIBRARY RELOCATlQNS
CARLSBAD CITY LIBRARY
PageFourteen
June 22,1999
. . MANPOWER REOZTIREMENTS
Phase I:
19 MoverdPackeri
1300 Packing cuntainers
4Drivers
Phase 11:
9 Movers/Packers
1 DriverNan
Phase.III:
14 Movers/Packers
4 Interfilers
4I)riversNans
W rn
NAnONAL LIBRARY RELOCATIONS
CARLSBAD CITYLIBRARY
Page Fifteen
June 22,1999
INSURANCE
Pleasere~tothesamplepo~cyinchrdedwiththisproposat Thispolicyshowsourliabitity
cargoinsuranceislimitedto$25,ooo.ooper~c~~ Thislimitcaobe~butis
insurance Iimits.
extremely cost prohl’bitive.
..
..
w m
NATlOHrU UBRARY RELOCATIONS
CARLSBAD CITY. LIBRARY
Page Sixteen
June 22,1999
SELECTEI~REFJZRENCEIS
New Mexico Stute. Librarry
Santa Fe, New Mexico
Mr. Paul Agriesti, Project Maoager
505-827-3803
Relocate collections (appxhmtely 300,000 vohunes), fiuniture ad shelving. Vacuum
collection, May 1998.
Nm M&u State Recordr Cenier & Archives
Sanfa Fe, New'Mexico 87505'
John Mucbmore, Deputy Director .
505-476-7900
Relocate 16,000 linear fe of material. Relocate Spanish. & Mexican Archives dated
from 1621 to mid 1800's. Integration of several large collections. Collections estimated
due 280 million dollats, April 1998.
Berkeky Public Libmty
Berkeley, califcrrnia
Ms. Elena Engel, Centmi Library Project Manager
510-644-6095 IExt. 19
Relocate hirary collection of20O,oO0 vu-, selected equipment, and office contents
fiom Central Library to Temporary Library.
Relocate Admnnstratrv ' e offices to temporary Administrsitive headquarters
Relocate selected library collection, fiunishings, and equipmnt into storage, Nov 1998
..
W 0
NATIONAL LIBRARY RELOCATIWS
CARLSBAD CITY LIBRARY
Page Seventeen
JUne22,1999
&@or& hfbe of Technology
Pasadena, CUioznia ..
Ms. Sandra Garstang
, *52&3~.&~~~
Relocate the X..lkary &yste~s E.~&seerhg Collection bm sewen catiipus~kaibns
the new hkw (approx 12,600 h&x &:et of material), EW 1996. .>
Wijiomia Slate Liiuawy
Sacramento, C&ornig
Mr. Gary Strong
916-654-0140
Supervise and coofdinate rare book move; approximately lO0,OOO volumes with an
estimated due of % billion dollars, August 1994.
califontia S#e Univmi@@ Bukmjkdd
Bakersfiekt, California
~r.,~im aegesta
805-664-325 t .-
Relocate approximately 400,000 volumes, CoIlSisfing of Monographs; Peddids,
Gmmnment Documents and kfkrence Coktions to a.ww building, along with library
iimnkhings. Move was completed m eleven days; December 1993.
Hdl& public LibraPy
Eureka, Wornia ..
Mi. Judy KLapptoth, Director of Llkary Services
707445-75 I3
Relocate approximately 200,080 vohnes. Integrate 35,000 volumes - storage coktion.
Relocate Special Collections; October 1995 0 cO Q
W a
NATIOHAL LlBRaRY RELOCATIONS
CARLSBAD CITY LIBRARY
Page Eighteen
June 22,1999
Long&?& PublicLibnrry
hngBeac4 California
Ms. Eleanore Scxnidt, Associate Director
Relocate appmximtely9,OOO hear kt ofmaterial Dismantle and reassemble all she-,
August 1997.
City of orcutge
Orange, California
Ms. Eugenia Wong, LIMY Service Manager
714-288-2572
Pack and relocate. to temporary storage approldmately lO0,ooO vohunes.
Dismantle and stack approlcimately 350 sections of shelving. Relocate fiuaiture
J~ne 1998.
Stunfini University
Gwm Ltbrary
Palo Alto, CaHomia
Mr. Erich Jacobs
415-723-9381 '
€&ue 1 - Relocate 700,000 vohnnes general collection within building and to storage
Facility; April 1993
budl -Relocate 700,000 volumes special collections, mnuseripts, government
documents, and archives within building and to storage kiIity; June 1993
W I)
NATIOW LIBRARY RELOCATlfJNS
CARLSBAD CITY LIBMRY
Page Nineteen
June 22,1999
Uuivemiiy of Cal#iornia, Los Angek
Powell L~'brary - 405 Hilgard Avenue
Los Angeles, California
Mr. Tom Fry / Phase1 Director Formerly with University of Denver
Mr. curt castberg /Phase 2
303-871-2007
Pbase 1 - Relocate 200,oo(p Volumes to temporary fidity move 3,000 pieces of fiuaiture;
September 1992.
Pm - Return collection after reMlvation fiom a temporary ToweU Library to Powen
Libmy; Juiy 1996.
university of san Fmn&o
SanFrancisco, Wornia
Deao Tyronne Cannon - Director
4 15-422-6 167
Relocate: approxjmately500,OOo vohnnes into new addition
Relocate staffand microfom cabinets; July 1997
Rehcate Govmment Document collection; September 1997 .
0 e
NATIONAL LIBRARY RELOCATIONS.
CARLSBAD CITY LIBRARY
Page Twenty
JUne22,1999
PRICING
* National Library Reluc&m, I., WiH provide necessii~y supervision, Mor and equipme& to
'successfblly relocate the Carlsbad City Llhwy.
COST: . -. . -. . . $65,580.00
m I)
NATIONAL UBRARY RUOCATJONS
CARLSBAD CITY LIBRARY
Page Twenty-One
June 22,1999
If you should have any questions, or if there is any way m which we may be of service to
you, please call upon us. May we sincerely thank you for having. afforded us the opportunity to
submit this proposal and assuring you of our desire to mefa your valued patronage, we remain,
very wy yours,
NAllONAL LIBRARY RELOCATIONS, MC.
%AQ&
.. Michael f. Dick, Regional Sales Manager
m:vf
Enclosures .
w rn
EXHIBIT 2
TIMETABLE
PHASE I START DATE: SEPTEMBER 2,1999
PHASE II START DATE SEPTEMBER 20,1999
PHASE 111 START DATE AFTER OCTOBER 4,1999 (ACTUAL DATE TO BE
DETERMINED)
-13- rev. 2/26/99