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Home My WebLink AboutC-2990 - Library Relocations ServicesCITY OF NEWPORT BEACH OFFICE OF THE CITY CLERK P.O. BOX 1768, NEWPORT BEACH, CA 92658 -8915 (714) 644 -3005 e'z —i3 -9� TO: FINANCE DIRECTOR FROM: CITY CLERK DATE: April 13, 1994 SUBJECT: Contract No. C -2990 Description of Contract Library Relocation Effective date of Contract April 1, 1 Authorized by Minute Action, approved on March 28, 1994 Contract with National Library Relocations, Inc. Address 70 Bridge Road Central Islip, NY 11722 Amount of Contract $33704 �t/GL %j✓�U� 6e , Wanda E. Raggio City Clerk WER:pm Attachment 3300 Newport Boulevard, Newport Beach March 28, 1994 • City Council Agenda Item No.— COMMUNITY SERVICES DEPARTMENT TO: Mayor and Members of City Council p ff? FROM: Community Services Department SUBJECT: Services Agreement for Library Relocations Services APPROVED RECOMMENDATION: 1. Find that the proposals received from Penn -Van & Storage and Relocation Systems are non - responsive. 2. Award service agreement to National Library Relocations for a total cost of $33,704, and authorize the Mayor and the City Clerk to execute the agreement. DISCUSSION By 5:00 pm on February 22, the Purchasing Division had received proposals from five vendors: PROPOSER SUBMITTED BID Penn Van & Storage $30,700 Relocation Systems 32,960 National Library Relocations 33,704 Hallett Movers 36,682 Alex Moving 48,175 The two lowest bidders, Penn Van & Storage and Relocation Systems, did not submit the required information specified in the Request for Proposals. Each failed to provide a library plan for relocation services to be rendered, the requested library references, indicating experience in moving and integrating library collections from multiple locations, and a time table for work to be performed. The proposals did not indicate ability and experience to provide relocation services to a public library. Accordingly, staff recommends that the Penn Van & Storage and the Relocation Systems proposals be rejected as non - responsive. The third lowest bidder, National Library Relocations, is a qualified relocation firm with significant experience in moving libraries. The proposal submitted by National Library Relocations responded with specifics and details to the requirements of the Request for Proposal. The firm has demonstrated in their proposal that they have the expertise to move and integrate library collections of comparable or greater size. Services Agreement for 'brary Relocations Services March 28, 1994 T Page 2 This service agreement provides for the moving and integrating the library materials (135,000 volumes) and moving equipment and specified pieces of furniture from the Newport Center Library, the Balboa Branch Library and a storage room at the West Newport Community Center to the new Central Library at 1000 Avocado Avenue. Funds for this project have been appropriated and are available in the 1993(94 budget, account no. 984 - 000 -10. Plans and specifications for the relocation project were prepared by the Library Services Division. It is anticipated that work will be completed in June 1994. )PS onna Community Services Director 0 C -Z?70 CONTRACTOR AGREEMENT FOR LIBRARY RELOCATION THIS AGREEMENT, entered into this 1st day of April, 1994, by and between CITY OF NEWPORT BEACH , a Municipal Corporation (hereinafter referred to as "City "), and National Library Relocations, Inc, whose address is 70 Bridge Road, Central Islip, New York 11722, (hereinafter referred to as "Contractor ") , is made with reference to the following: RECITALS A. City is a Municipal Corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City. B. The principal members of Contractor are Scott Miller, President, and William Overton. C. City desires to engage Contractor to relocate specified library materials to the new library upon the terms and conditions contained in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM This Agreement shall be effective as of the 1st day of April, 1994, and shall terminate on the 30th day of September, 1994, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Contractor shall perform the tasks set forth in The City of Newport Beach Public Library Request for Proposals, dated January 31, 1994, attached as Exhibit "A" and made a part of this Agreement. COMPENSATION TO CONTRACTOR Compensation for services performed pursuant to this Agreement shall be $33,704.00. STANDARD OF CARE All of the work shall be performed by Contractor or under Contractor's supervision. Contractor represents that it possesses the professional and technical personnel required to perform the services required by this Agreement and that it will perform all -1- • 0 services in a manner commensurate with the community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City nor have any contractual relationship with City. The Contractor shall be responsible to City for any errors or omissions in the execution of this Agreement. 5. INDEPENDENT PARTIES City retains Contractor on an independent contractor basis and Contractor is not an employee of the City. The manner and means of conducting the work are under the control of Contractor, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right of employment with City will be acquired by virtue of Contractor's services. None of the benefits provided by City to its employees, including, but not limited to, unemployment insurance, worker's compensation plans, vacation and sick leave, are available from City to Contractor, its employees or agent. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments or other purposes normally associated with an employer - employee relationship from any fees due Contractor. Payments of the above items, if required, are the responsibility of Contractor. 6. COOPERATION Contractor agrees to work closely and cooperate fully with City's designated Project Administrator, and any other agencies which may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Contractor on the project. 7. PROJECT MANAGER The Contractor shall assign the who shall coordinate all phases of Manager shall be available to th e Contractor has designated William Manager. 8. TIME OF PERFORMANCE project to a Project Manager, the project. This Project City at all times. The Overton to be its Project The tasks to be performed by Contractor under this Agreement shall be completed in accordance with paragraph VII of the Request for Proposal (Exhibit "A"). A penalty of $500.00 per day liquidated damages will be deducted from compensation for each day over eight (8) workdays (Monday- Friday, 8:00 a.m. to 5:00 p.m.) allowed for the move. -2- • 0 9. CITY POLICY Contractor will discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that the project proceeds in a manner consistent with City goals and policies. 10. PROGRESS Contractor is responsible to keep the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 11. HOLD HARMLESS Contractor agrees to indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, suites, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, attorneys fees and court costs arising from any and all negligent actions of Contractor, its employees, agents or subcontracts in the performance of services or work conducted or performed pursuant to this Agreement. Contractor shall indemnify and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses whatsoever, including reasonable attorneys' fees, accruing or resulting to any and all persons, firms or corporations furnishing or supplying work, services, materials, equipment or supplies arising from or in any manner connected to the Contractor's negligent performance of services or work conducted or performed pursuant to this Agreement. 12. INSURANCE Without limiting consultant's indemnification of City, Contractor shall obtain and provide and maintain at its own expense during the term of this Agreement policy or policies of liability insurance of the type and amounts described below and satisfactory to the City. Such policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with the City prior to exercising any right or performing any work pursuant to this Agreement. All insurance policies shall add as insured the City, it selected officials, officers and employees for all liability arising from Contractor's services as described herein. -3- 0 i Prior to the commencement of any services under this Agreement, Contractor shall provide to city certificates of insurance from an insurance company certified to do business in the State of California, with original endorsements, and copies of policies, if requested by City, of the following insurance, with Best's Class rating of AAA as required in paragraph XI of Exhibit "A" and a performance bond as required by paragraph X of Exhibit "A" All policies must be endorsed to state that coverage shall not be suspended, voided or canceled by either party, or reduced in coverage or in limits except after thirty (30) days' prior notice has been given in writing to City. Contractor shall give to City prompt and timely notice of claim made or suit instituted arising out of Contractor's services under this Agreement. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Contractor agrees that in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, that Contractor shall look solely to its insurance for recovery. Contractor hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Contractor or City with respect to the services of Contractor herein, a waiver of any right of subrogation which any such insurer of said Contractor may acquire against City by virtue of the payment of any loss under such insurance. 13. PROHIBITION AGAINST TRANSFERS Contractor shall not assign, sublease, hypothecate or transfer this Agreement or any interest in this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of an attempted assignment, hypothecation or transfer. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Contractor is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Contractor, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint venture. -4- • • 14. ADMINISTRATION The Assistant City Librarian or his /her designees shall be considered the Project Administrator and shall have the authority act for the City under this Agreement. The Project Administrator or his /her authorized representative shall represent the City in all matters pertaining to the services to be rendered pursuant to this Agreement. 15. EXTRA WORK Contractor shall not receive compensation for any extra work unless first authorized in writing by the Project Administrator, Contractor shall not be entitled to extra compensation without written authorization. 16. RECORDS Contractor shall keep records and invoices in connection with its work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit and make transcripts or copies of such records. Contractor shall 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. 17. REIMBURSEMENT FOR EXPENSES Contractor shall not be reimbursed for any expenses unless authorized in writing by City. 18. PAYMENT OF COMPENSATION Contractor shall submit invoices to the City in accordance with Contractor's schedule of fees contained in Exhibit "A ". Each invoice will be itemized. Each invoice shall show the number of hours worked per person /consultant and the nature of the work performed. City shall make payments to Contractor within thirty (30) days of receiving an invoice unless City disputes the amount Contractor claims is owed under this Agreement. 19. ERRORS AND OMISSIONS In the event that the Project Administrator determines that the Contractor's negligence, errors or omissions in the performance of work under this Agreement has resulted in expense to City greater than would have resulted if there were no such negligence, -5- errors or omissions in the plans or contract specifications, Contractor shall reimburse City for the additional expenses incurred by the City. Nothing herein is intended to limit City's rights under other Sections of this Agreement. 20. TEN PERCENT (10 %) WITHHOLDING The City reserves the right to refuse to pay all billings requesting amounts in excess of ninety percent (90 %) of the total compensation provided herein until the project is completed and approved by the Project Administrator. 21. NONDISCRIMINATION BY CONTRACTOR Contractor represents and agrees that Contractor, its affiliates, subsidiaries or holding companies do not and will not discriminate against any subcontractor, consultant, employee or applicable for employment because of race, religion, color, sex, handicap or national origin. Such nondiscrimination shall include, but not be limited to, the following: employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. 22. CITY'S RIGHT TO EMPLOY OTHER CONTRACTOR City reserves the right to employ other consultants in connection with this project. 23. SUBCONTRACTING A. Contractor shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior approval of City. B. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 24. NOTICES All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. cm • • All notices, demands, requests or approvals from Contractor to City shall be addressed to City at: City of Newport Beach 3300 Newport Boulevard P. O. Box 1768 Newport Beach, CA 92659 -1768 Attention: Tom Johnson All notices, demands, requests or approvals from City to Contractor shall be addressed to Contractor at: National Library Relocations, Inc. 70 Bridge Road Central Islip, New York 11722 25. TERMINATION In the event Contractor hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Contractor shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) days, or if more than two (2) days are reasonably required to cure the default and Contractor fails to give adequate assurance of due performance within two (2) days after receipt by Contractor from City of written notice of default, specifying the nature of such default and the steps necessary to cure such default, City may terminate the Agreement forthwith by giving to the Contractor written notice thereof. City shall have the option, at its sole discretion and without cause, of terminating this Agreement without cause by giving seven (7) days' prior written notice to Contractor as provided herein. Upon termination of this Agreement, each party shall pay to the other party that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 26. COST OF LITIGATION If any legal action is necessary to enforce any provision hereof or for damages by reason for an alleged breach of any provisions of this Agreement, the prevailing party shall be entitled to receive from the losing party all costs and expenses in such amount as the court may adjudge to be reasonable attorneys' fees. -7- 27. COMPLIANCES Contractor shall comply with all laws, state or federal and all ordinances, rules and regulations enacted or issued by City. 28. WAIVER A waiver by City of any breach of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein whether of the same or a different character. 29. INTEGRATED CONTRACT This Agreement together with Exhibit "A" and Contractor's Proposal represents the full and complete understanding of every kind or nature whatsoever between the parties hereto and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereon. Any modification of this Agreement will be effective only by written execution signed by both City and Contractor. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO wb \agr \H brary.agt 3 -22 -94 cm CITY OF NEWPORT BEACH A Mu . . 1 Corporation B -yi',�ZtiYd o� CONTRACTOR By: �,X-Q— 0. &i • • THE CITY OF NEWPORT BEACH PUBLIC LIBRARY REQUEST FOR PROPOSALS FOR MOVING LIBRARY MATERIALS IN NEWPORT BEACH TO THE NE1N CENTRAL LIBRARY The Cite of Newport Beach seeks proposals front qualified and experienced library plovers for the purpose of moving and integrating the library's materials, and moving equipment and a limited amount of furniture hom the Newport Center Library, 856 San Clemente Drive; the Balboa Branch Library, 1.00 East Balboa Boulevard; and a storage room at the West Newport Community Center, S83 West 15th Street; to the new Central Library, 1000 Avocado Avenue; all locations in Newport Beach. Floor layouts of each facility is Attachment A. The City is completing a new Central Library (54,000 sq. ft. ) at 1000 Avocado Avenue in the Newport Center area of Newport Beach. Date and Time of Submittal One original plus two copies of a response to this Request for Proposal must be received to the attention of Bill West, Purchasing Division, City of Newport Beac1), 3300 Newport Boulevard, P.O. Box 1765, Newport Beach, California 92655, no later than 5:00 pm PST, February 22, 1994. II. Limitation of Award This Request for Proposal does not con-unit the City of Newport Beach to award a contract, nor to pay any costs incurred in the preparation and submittal of the Proposal in anticipation of a contract. The City reserves the right to reject any or all proposals and to waive any irregularities therein. if all proposals should exceed funds available, The City reserves the right to accept /reject all or part of the proposals. II1. Contact Person For further infornnation regarding this Request for Proposal, you may contact Ton) Jolu)son, Assistant City Librarian at 714 -644 -3185. IV. No Pre - Proposal Conference; Contractor's Responsibility to be hnformed It is the contractor's sole responsibility to ascertain what library materials are to be moved, to be familiar with the locations and facilities, and to be aware of all situations that night affect the contractor's performance of the contract prior to the submission of the proposal. In this document and its attacli ner.ts, the City has atten)pted to describe accurate]\, the kinds of materials to be moved, the features of the facilities that might affect tae mope and other relevant conditions of awl ich the staff has knowledge. Hovwever, it is possible that important infcrrn)atiol) Which an experienced library mover might discover on a visit to the sites has been Request for PropoO Page 2 • 01/31/94 inadvertently omitted. The City takes no responsibility for that eventuality. A review of the sites, while not required, is recommended. The only opportunity to receive a staff guided tour of the facilities will be February 11 (Friday) at 1:30 pm. Contact Tom Johnson, Assistant City Librarian, at the Newport Center Library, 856 San Clemente Drive, at 714- 644 -3188 to reserve space. This is the on1v time to access the new Central Library which is under construction. Any submission of a proposal will certify that the contractor accepts full responsibility for understanding the conditions of the job. The City will not make allowances or concessions to a contractor for any alleged misunderstanding or misinformation relating to the quantity, character, location or extent of services to be Performed or other conditions. V. Oualifications of Contractor Contractor shall have sufficient qualified personnel and equipment to perform the prescribed services as specified. Contractor shall submit evidence of qualifications as itemized: A. Contractor must have successfully moved:a minimum of tluee (3) libraries during the past three (3) years, two (2) of which have been collections in excess of 135,000 volumes. The contractor must furnish a list of library moves with the proposal for reference purposes. The list must include the date of the move, the size and type of library collection and the name and telephone number of the librarian in charge of each library moved. Contractor must demonstrate experience in moving a library where merging and integration, similar to the move described herein, has been successfully accomplished. B. Contractor shall furnish with the proposal a resume of the person who will have responsibility for directing the move and the merging of the library collection. The resume shall list the libraries in which the person had full responsibility for directing the move and merging the library collection. The resume shall contain references, with telephone numbers, and a staff contact, of those libraries listed. The estimated number of other personnel that will be employed during this move also should be included. C. Contractor shall furnish all equipment, preferably movable boot: trucks specifically designed for moving books or other equipment designed for the specific purpose, ramps, dollies, tags, labels, vehicles and all other materials and labor necessary to execute the move. Request for Prop Page • 01/31/94 The contractor must describe the equipment that will be used for the move including dimensions, design and sketch(cs) of the book trucks. The description must state whether the equipment is owned, leased or rented and the proposal must demonstrate that sufficient equipment be available to complete the move within the scheduled time. D. The contractor shall disclose all subcontractors including a description of their work or services and the extent of their participation in the move. VI. Scooe of Work A. The contractor shall perform all services and shall furnish all supervision, labor and materials, supplies and equipment, including any tagging and labeling, packing, padcling and crating of materials, necessary to remove the specified library property from its present locations and transport it to its new location, place in the new location and set -up pursuant to the directions provided. Prices shall inclu3e all costs associated with said moving and set- up. B. All materials shall be shelved in the new Central Library according to the plan developed in consultation with the Assistant City Librarian. It must conform to a percentage fill ratio per stack section (e.g., a set percent capacity per shelf with the likelihood that sore shelves will remain empty). C. The shelves in the new Central Library shall be v,,iped free of dust by the contractor before books are placed onto the shelves. D. Contractor shall be responsible for vacuum cleaning all books to be moved before the material is brought into the new librarti . Ordy the exposed surface of the books (top and sides) needs to be cleaned. The equipment to be used shall be described in the proposal. E. Library materials to be moved are as fdllows: Request for Propo 0 01/31/94 Page 4 LIBRARY MATERIALS FROM NEWPORT CENTER LOCATION TO BE MOVED AND INTEGRATED Books from Nemport Ccnter Locniion Collection Size Rental Books 21 NeNv Books 144 Adult Fiction 657 (including Westerns) linear ft Adult Mysteries 303 Adult Science Fiction 84 Large Print 99 Adult Biography 336 Adult Oversize Art Books 24 Adult Non- Fiction 1917 (Dewey 000 -999) 1st Floor, Popular Library Adult Reference Coll. 1352 (includes periodical indexes)* Adult Reference Desk 60 Picture Books 174 Easy Readers 39 Juvenile Fiction 270 Pop -Up Books 6 Juvenile Reference* 53 Juvenile Non - Fiction 479 (Dewey 000 -999) Young Adult Fiction 24 Central Library Location linear ft 1st Floor, Popular Library linear ft 1st Floor, Popular Library linear It 2nd Floor, NW linear ft 2nd Floor, NW linear ft 2nd Floor, NJW linear ft 1st Floor, Popular Library linear ft 2nd Floor 1st Floor, Children's Area linear ft 2nd Flom, Center, East linear ft 2nd Floor 400 linear ft 2nd Floor, Center, East linear ft 2nd Floor, Center linear ft 1st Floor, Children's Area linear ft 1st Floor, Children's Area linear ft 1st Floor, Children's Area linear ft 1st Floor, Children's Area linear ft 1st Floor, Children's Area linear ft 1st Floor, Children's Area linear ft 1st Floor, Popular Library * From the public area and staff work areas. Recording s from Neetyport Center Lochtion Collection Size Central Library Location Adult Videos Public Collection 225 linear ft 1st Floor, Popular Library Storage Collection 66 linear ft 1st Floor, Popular Library Boxed Collection* 400 items :st Floor, Popular Library Adult Books on Cassette 34 linear It 1st Floor, Popular Library Juvenile Videos 51 linear ft 1st Floor, Children's Area Juvenile Books on Cassette 6 linear ft 1st Floor, Children's Area .Adult Audio Cassettes 450 items 1st Floor, Popular Librar y Request for Prop Pare 5 Collection Juvenile Audio Cassettes Juvenile Kits Adult Compact Discs Juvenile Compact Discs • 01/31/94 Size Central Library Location 300 items 1st Floor, Children's Area 200 items 1st Floor, Children's Area 2400 items 1st Floor, Popular Library 40 items 1st Floor, Children's Area * Approximately 400 videos arc boxed in 15 boxes containing on average 26 videos; each box is 191/4" x 14 1/4 " x 8 3/4 ", all videos must be integrated into shelf order. Periodicals ('0111 Neropor( CoWcr Locnlion Collection Sire Central Library Location J Adult Magazine /Journal 1000 volumes 1st Floor, Children's Area Collection Backfile 1st Floor, Popular Library (Box Files & Bound)* Public Collection 701 linear ft 2nd Floor, SE Storage 51 linear ft 2nd Floor, SE Newspaper Backfile ** 2nd Floor, SE Juvenile Periodicals 6 linear ft 1st Floor, Children's Area From public area and staff work areas. * See Attaclunent B for list of titles and Backfile holdings. Mass Mnrkei Pnperbncks Collection Adult Paperbacks Juvenile Paperbacks Young Adult Paperbacks Micro ones Size Central Library Location 2000 volumes 1st Floor, Popular Library 1000 volumes 1st Floor, Children's Area 750 volumes 1st Floor, Popular Library Collection Size Microfilm Rolls (in Boxes) 3650 Microfilm Cartridges 1775 Microfiche 80,000 Central Library Location rolls 2nd Floor, Center cartridges 2nd Floor, Center cards* 2nd Floor, Center .vliaofilm and microfiche collections, ��hich are presently housed in cabinets and on carousel units, shall be moved in boxes furnished by the contractor, �Vlnch are suitable for such purposes. The exact dimensions and design of the container shall be submitted with the proposal. * Estimate based on 1" = 220 cards. Request for Prop* Page 6 Literact/ Office' Collection Book Collection Circulation -Returns • Size 57 linear ft 01/31/94 Central Library Location 1st Floor, Literacy Office As a final step in the relocation process, the contractor will be required to move library materials (books, recordings) that have been returned from circulation. Items return on average at a rate of 1400 per day. Library staff Mill arrange the materials in shelf order on vacated Newport Center shelves. The contractor will retain the order, move to the new building and transfer to sorting shelves. LIBRARY MATERIALS FROM \VEST NE VIDORT COMMUNITY CENTER Approximately 20,000 books in 900 boxes; each box is 19 1/4" x 14 1/4" x 8 3/4" /1.39 cubic feet in size; on average, each box holds 22.5 books and weighs 35 lbs. The books are a combination of circulating fiction and non- fiction and must be integrated (moved and.shelved in proper order) vvith the books from Newport Center and Balboa. An inventory list of all boxes will be provided to the contractor. A sample inventory sheet is Attachment C. LIBRARY MATERIALS FROM BAL BOA BRANCH LIBRARY Collection Size Central Library Location Adult Magazines 210 linear ft 2nd Floor, SE Backfiles (bound & unbound) Books 175 linear ft 2nd Floor The magazines and books must be integrated (moved and shelved in proper order) with the books and magazine, from Newport Center and the West Newport Community Center. F. Equipment to be moved from the Newport Center location consists primarily of microcomputers, terminals, printers, other peripherals and photocopiers. Only a Yew pieces of furniture, primarily microcomputer workstations, will be moved. A list of equipment and furniture to be moved is Attaclunent D. The final list will be prepared for contractor; variance of items will not exceed � or -10 %. Request for Prop Page 7 0 01/31/94 All equipment and furniture will be designated, labeled or tagged by the library staff. Tags and /or labels shall be furnished by the contractor at least two (2) weeks prior to the beginning move date. G. There are file, storage and other cabinets of which [lie contents will be packed and moved by the contactor. They are as follows: Pocking Contents to he Pnckcd hit Movers: Pile Cabinets -- (5) Administration and (2) Staff Room 'W \ V x 24 "D x 65 "H 5 @ 5 drawers each 2 @ 4 drawers each (total drawers = 33) Total cabinets = 7 Pamphlet Files -- (4) Public Area 36 "W x 19 "D x 51 "H 4 c, 4 drawers each (total drawers = 16) Total cabinets = 4 Supply Cabinets -- (8) Staff Area 36 "W x 24 "D x 78 "H 8 @ 7 shelves each (total shelves = 56) Total cabinets = 8 (4 = copier supplies; 4 = office supplies) Cabinet with Sliding Doors -- (2) Staff Area 34'W x 16 "D x 27 "H 2 @ 2 shelves each (total shelves = 4) Total cabinets = 2 Cabinet with Sliding Door -- (1) Staff Area 401/2" �,Y x 19 "D x 50 1 /2 "H Total cabinet = 1 Data Tape and Binder Cabinet -- (1) Computer Room (includes all binders) 36" TV x 19 "D x 83 "H Total cabinet = 1 Peyucst for Prof Page 8 • 01/31/94 H. Contents and materials from desks /workstations will be moved from Newport Center. Contactor shall provide necessary cartons, tape, tags and labels to pack library staff desks and office materials, files and storage cabinets, including circulation, reference and children's area desks and stations at least two (2) weeks prior to the move. Library staff will be responsible for packing small supplies, papers, books and other personal belongings. A listing of the number of desks /workstations, files and storage cabinets is Attachment L. VII. Schedule The relocation will be coordinated with the construction schedule of the general contractor and the City's project manager for the new Central Library. The earliest possible date to begin the move is estimated to be June 1, 1994. Contractors are cautioned that dte moving must be coordinated with the planned completion dates of the construction. The proposal must anticipate the possibility of the general contractor not meeting the June 1, 1994 date. The City shall provide the contractor a minimum of two (2) weeks notice of exact work date to begin. The move must be completed within eight (8) working days of the start day (Monday - Friday, 8 am to 5 pm). The start date and completion date may only be extended upon agreement of the parties. A penalty of $500.00 per day will be imposed to each day the move exceeds the eight (8) working days allowed for the move. VIII. Protection of Facilities A. The contractor shall take the necessary precautions to prevent damage or injury to existing property at the various sites, including along the move route, or adjacent thereto including trees, slu-ubs, lawns, walks, pavements, adjoining structures and utilities. B. The contractor shall take special care to protect all floors, carnets, walls (especially corridors), and elevator cabs. Cushioning material will be added to all columns, door jambs, corridors, corners and end panels of shelving ranges which might be damaged by the movers or their equipment. Carpeted areas will be protected by plywood or a better cover material. No equipment with steel wheels will be allowed. Protective padding shall be provided for all elevators used. The contractor shall assure that weight capacities of elevators used by his personnel during the moving process A- ill not be exceeded. (See Attachment F for elevator specifications.) Rcquest for Prop* Pagc 9 • 01/:-)1/ 94 C. The contractor shall take all precautions necessary to protect the City's property from transportation and weather hazards. The proposal must include a plan for moving in inclement weather. All items shall be properly protected from inclement weather while being; moved. The City shall be the sole judge as to whether the proposed protection is adequate. D. All equipment used for moving; purposes shall be subject to the approval of the City. The City may reject any equipment or method which, in its opinion, will damage its buildings or property. E. If due to the fault or neglect of the contactor, his agents, or his employees, any properiv belonging to or controlled by the City is lost, damaged or injured, the contactor will replace or repair, as appropriate, at his expense in a manner satisfactory to the Cite or recompense the City in an amount equal to the full replacement cost of the item. F. Prior to the start date the contractor and a city representative will inspect all facilities and property to be moved. Any damages will be recorded and identified by item and description of damage. Any property not listed as damaged will be deemed in good condition prior to the start date. G. All miscellaneous debris will be moved and discarded by the contractor at his expense and in containers provided by the contactor, and work sites made orderly and neat at the end of each work day. City trash receptacles shalt not be used by the contractor. VVhen the entire work is finished the contractor wi11: 1. Rennove from the site and dispose of all equipment, containers, supplies and debris which lie brought to any site. 2. Repair or make arrangements' with the City for the repair of any damage caused by the contractor to the buildings or their contents. 3. Should the contractor fail to fulfill these conditions, the City may after written notice complete these tasks and for all costs thereby incurred deduct from payments due the contractor. 1\. General Reouiremcnts Included with this notice is an approximate inventory of the materials to be moved and the physical locations of the materials. 1f any contractor finds reason to believe that any or all of these figures are incorrect to such a degree that it v,,ill affect its proposal price, he should seek clarification from the Assistant City Librarian and, if Request lot Proi.9 Page 10 • 01 /;1/91 necessary, notify the Library in writing so that any corrections can be distributed in writing as an addendum to this Request for Proposals. The proposal shall cover the cost of furnishing; all services, materials and equipment required for the proper and elficient conduct of the move, to the satisfaction of the Library, in strict accordance with these specifications and the contract. The Assistant City Librarian reserves tine right to adjust the sequence of the Inove and the sequence of all items to be moved. No City personnel will be involved in the physical aspects of the moving activity. Library staff, however, will be involved in the planning and supervision of the move, includinb, for example, the sequential loading of books and their arrangement and distribution oil shelves in the new Central Library. The contractor shall be responsible for any, or all, loss or damage to the property of the City, either by theft, accident, or otherwise, while said property is in his control or custody. Property will be considered to be in the contractor's custody from the time he /she removes it from its present location until such time as it is placed in its designated location in the neW Central Library. X. Special Instructions The contractor, at his own expense shall obtain and maintain all necessary permits, franchises, licenses or other certification required to complete the project. Contractor must provide proof of certification of requirements. A performance bond will be required from the contractor in an amour: equal to 100% of the total price. The company issuing the bond and the conditions of the bond must be approved by the City. The bonding company must be registered by the State of California, and have a rating of AAA as listed in the current edition of Best's Cmde. The cost of said bond shall be listed as a separate item in the proposal that the City may accept or reject. The City reserves the right to stop the services under the contract at anytime upon determination that the contractor is unable or incapable of performing the services outlined in this document. If the costs of completing the work exceed the amount of the contract, the contractor shall be liable for all excess costs. All employees of the contractor must carry visible identification either by uniform attire, badge or tag that clearly identifies him or her as associated with the contractor. This requirement is necessary to maintain the security of the premises anci the property being moved. Persons without proper identification will not be admitted. Request Ior Prope Page 11 • 01/31/94 The contractor will prohibit its employees lrom using library telephones, equipment, or staff room unless authorized by designated library personnel. Smoking is not permitted in City buildings. There shall be no radios or other unnecessary noise. Library elevators may not be used to the exclusion of other library purposes. During the move, the new Central Library will have to be shared with other contractors. Furniture and equipment contractors may be moving furniture and equipment into place. Sign makers may be installing signs- The building telecommunications may be installed at this time. It is believed that these activities can be coordinated so that the move is not hindered. XI. Insurance P.eouirements The contractor shall procure and maintain for the duration of the contract insurance against claims to ,,: injuries to persons or damages to property (no exclusion of any property) which may arise from or in connection with the performance of the work here under by the contractor, its agents, representatives, employees or subcontractors. The contractor shall carry insurance to include but not limited to general liability insurance against bodily injury, death or property damage; insurance against theft or damage of City property including the collection of books and other library materials; automobile liability and cargo insurance; worker's compensation insurance in full compliance with applicable State of California Statutes. The cost of such insurance shall be borne by the contractor. The contractor shall furnish certificates showing evidence that such insurance is in effect and will remain in effect for the duration of the contract. Such certificates for liability insurance will name the City as an additional insured. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. The contractor shall maintain limits no less than: Comprehensive or General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. Automobile Liability: 51,000,000 combined single limit per accident for bodily injury and property dama ge. Request for Pmpos< s 07/31/94 Page 12 Insurance shall provide for the full replacement value or repairs of all items covered by this move and also will include any damage to the buildings such as doors, walls, elevators, floors and ceiling. Insurance companies affording coverage shall be (1) currently authorized by the Insurance Commissioner to transact business of insurance in the State of Cakiornizi and (2) assigned policyholder's Rating A (or higher) and Financial Size Category Class \7111 (or larger) in accordance "vith the latest edition of Best's Key I'Wins Guide: Property- Cnsirnitnt. Coverage shall be provided as specified in the Insurance Requirements. A sample certificate of insurance form, which will be required of the contractor is Attachment G. XII. Indemnification The contractor agrees to irhdem nih, and hold harmless the City and its officers, employees or representatives from any and all damages, costs and expenses which it nnay suffer or pay out of reason of any claims, actions, rights of action, in lieu or equity, arising out of performance of the Work and resulting from injuries or damage occurring to, or caused in whole or part by the contractor and any of its officers, employees or representatives or any person or firm directly or indirectly employed by the contractor. XIII. Proposal Submittal All proposals shall follow the format outlined herein and must address all items requested to be considered acceptable. All contractors will submit: A. A plan for relocation, including: 1. Management services to be provided. 2. Supervisory services to be provided. 3. Manpower/ staff to be provided. 4. List of vehicles and equipment, by type and number; description of vacuuming equipment. 3. Dimensions and designs of containers that will be used to move microfilm and microfiche collections. & Description of how materials are to be moved in shelf order, including special equipment used. Boxing of books is undesirable if ho%'vever planned contractor must demonstrate how materials hill be moved and kept in shelf order. T Description of hors library materials ill be integrated /merged %%,ith the main Newport Center collection and kept in shelf order. S. Approach to building protection and security (see Section Vill for requirements). Pcrluest for Proho. s 01/31/94 Page 13 B. Names and details of experience and qualifications of key personnul directly responsible for the relocation, recognizing the need for experience in moving libraries; ( see Section V for requirements). C. List of libraries that can be contacted for reference (see Section V for requirements). D. Evidence that electronic data processing equipment has been successfully moved. L. Time table for the work to be performed, broken down into various wort: functions. P. Evidence of fulfilling insurance requirements (S(-'e Section X1 for requirements). G. Submitting the attached proposal price and authoriz_!tion sheet. XIV. Criteria for Selection A. Proposals shall be judged by the City on the follciwing criteria: 1. Contractor's written plan of operations for this work. 2. Contractor's experience as shown in response to required qualifications. 3. Qualifications of supervisory personnel as shown in response to required qualifications. A. Past performance in similar library relocation projects. 5. Price. 6. Other relevant criteria as appropriate. B. No proposal will be considered r, -hick does not comply kith the requirements contained herein which does not furnish evidence that the contractor possesses the experience and personnel to fulfill the conditions of the contractor and to perform the work v,,ithin the time frame specified. C. Award of contract by the Cih, if made, will be within 60 calendar days after receipt of proposals. D. This UP and response thereto from the selected contractor will farm part of and be included in anv contract bet�,veen the contract(). and the City . Request forProp(e 01/31/94 Page 14 PROPOSAL PRICE AND AUTHORIZATION SHEET The total cost to the City of Newport Beach covers the cost of furnishing all services, materials and equipment required for the proper and efficient conduct of the move in strict accordance with these specifications: Proposal Price (excluding cost of performance bond) S Cost of Performance Bond Total Proposal Price (including cost of performance bond) Company Name: we Telephone Number: Authorized Signatu Name /Title (please print): Date. Proposal amount shall be valid for 60 days from proposal open date and time. . ? iEIJPORT CENTER 14.CX&. Ft I � I i IN �YJ I i I ,I CQw' -p n o c z- i 1 • I , r: lrren ! �Soo1. LI I �L i ATTACHMENT A cc hnica ^ S es 2� v. �I �I el I I I i 1 I �1 I �1 1 � J i I 1 I ✓ 1 i I 1 %I 1, II I� h !! i J n o c z- i 1 • I , r: lrren ! �Soo1. LI I �L i ATTACHMENT A cc hnica ^ S es 2� v. �I �I el I I I i 1 I �1 I �1 1 � J i I 1 I ✓ 1 i I 1 7 n; %I I� ,v 7 n; :�fagaz;ncs r Rcic;c• -; -� i� —i 1 f- Circujaiion uc.k o o)i ICC ATTACHMENT A w L- x I'l I SIC) aZ) ii00i11 Imo, Children c Room Libr'i:rian d�k Ci,iic;en I L.. ti { S�T� L • • WEST NEWPORT COMMUNITY CENTER entrance -- I 3' aisle (approx.) NOT IO SCALE ATTACHMENT A Boxed Books: S Paws R 19 ea Stacked 7 high On 4' Pallets. (-Li,4 I I, LJWHAHY 5,i-000 -S(l. I-t- --Amlh ----- --- -- --- -- - CC Q'I - ------- ITI 1-1 ED r L =-iTLD 4-6 -------- f. F, F2, [I uv CK n 0 flo -L--A 6� -- - ------- - 7-D ------- - 0,5 NI f-D M� COWL R A C'I'(DICS SCO PL NO FES ITT- IT, I IT. "'I"' 11.7AII. ;IN A'i I ACITMENT A 1-X ri <pii race o�.vtssro "s S-1 ACK IN'FOR-NIA-1 ION UGEND CZ af) .,».,.. I — l 3 4 NEWPORT 11 EAC41 CE NUIRAR, ILKIBRARV VMC5 wvs.ON rIFOY ^1A 1"I I., 'I I I , A Fu H,, Fumitwc urn Fqmq, m pl� ---- -------- wl PList of Titles & Bac* Holdings Attachment B BIB....... TITLE ........................................ —3 162302 ADVERTISING AGE 163999 ASIAN WALL STREET JOURNAL 184983 ATLANTA JOURNAL CONSTITUTION, SUNDAY 164985 BOSTON GLOBE, SUNDAY _.___136537.__ CALIFORNIA-- JOB 212791 CALIFORNIA REPUBLIC 14! 165116 CALIFORNIA STATE CONTRACTS REGISTER 16 136562 CHICAGO TRIBUNE, SUNDAY 17. 136593 CHRISTIAN SCIENCE MONITOR, DAILY 73 220418 THE COASTER 136603 COIN WORLD 136613 COMPUTERWORLD . .......... 136650 DALLAS MORNING NEWS, SUNDAY 33 34 —24 2.1.2 2—ELD ER HO S-TEL — ----- 135 136695 ENSIGN 8 38 164003 F—I N A NC.I AL __T. I M E 136842 HONOLULU STAR BULLETIN, SUNDAY 41 136889 INVESTORS DAILY 42 44 45 16 4 067--1 R.V_I NE.—WOR LD.—NE 1,91 --- 136901 LA OPINION, DAILY SUNDAY sol 206738 LAS VEGAS REVIEW JOURNAL (SUNDAY ONLY) --16 8237—LONDON.—T-1 NES—L I TERAR Y—S UP.P. L E M 136932 LONG BEACH PRESS 'TELEGRAM 234501 LOS ANGELES DAILY JOURNAL s. L �5 � 15:40 51 0JAN 1994 0MD............... ... BRANCH ............. . .... ... ... .. NEWSPAPER NEWPORT CENTER-^3 NOS; (MICROFILM) mmIpnu- _----- NEWSPAPER N NEWPORT CENTER--1 M MONTH NEWSPAPER N NEWPORT CENTER--1 M MONTH .--NEWSPAPER B BAL8OA�_�4_MOS__-___---��---�-_ C CORONA DEL MAR--3 M MOS MARINERS--3 MOS , , WEWPORZ_C ENTER �- -3- M MOS/_(NICROFICHE)_ JAN 1979- NEWSP4PER N NEWPORT CENTER--1 M MONTH -_NEWSE4PE N NEWPORT --- CEWTE��3' M MOS __-_--___--__'--_ NEWSPAPER � � NEWPORT CENTER--1 Y YEAR ONLY NEWSPAPER,, ��;' N NEWPORT CENTER--NOV 1988- __NEWSP N NEW[!ORI_C ENT ER=--3 - -MOS- ONLY---------- NEWSPAPER N NEWPORT CENTER--1 N NO NEWSPAPER 8 8AL8OA--2 MOS OR0NA_DEL_N&R=�_.3'MOS_---'___�� MARINERS--6 MOS NEWPORT CENTER--3 M MOS/ (MICROFILM) ---- J JAN_1g69=/\2R_1979/_-(MICROCFICAE)--JA- N 1979- NEWSPAPER C CORONA DEL MAR--3 N NOS --' N NEWPDRT_CENTER==APR-1��2�-__--_-'-__ NEWSPAPER—"? C CENTER--1 Y YEAR NEWSP&PER�p��`�� N NEWPORT CENTER--3 M MOS `�� ` lE � / � ^ |! `! � ' � � .` ` �./ �. � ` � � ` ' � � �^ �l ` � �-/ � � ` � • • Attachment C Sample Storage Inventory Sheet Box # Category Author/Title Dewey Range # of Items in Box 415 NF 629.2222- 629.223 29 416 NF 301.363- 301.412 23 417 NF 301.412- 301.42 25 418 NF 299.7 -301.32 26 419 NF 828.9 28 420 NF 828.9- 832.91 24 421 NF 629.288- 629.454 23 422 NF 891.4- 891.71 25 423 NF 891.71 - 891.783 25 424 NF 891.783 -895 26 425 NF 301.427 - 301.427 29 426 NF 301.427- 301.435 31 427 NF 842.4 -848.9 25 428 NF 848.9 -861.62 31 429 430 431 432 433 434 435 436 NF Fiction NF NF Fiction Fiction Fiction NF 862.6 -890.9 MCD -MCH 301.4519 - 303.54 301.435 - 301.4519 LON -LOR LIE -LIN � LIT -LOC 896.1 - 901.94 26 26 22 24 23 23 28 I 21 437 I NF 901.94 -907.2 21 438 NF 909- 909.04 16 439 Fiction MCN -MAL 26 440 l I Fiction I LZ'N -MCC 30 Ii 5s! oi ai + I! I I I�IpI I +�JI ol ic I I I I' IUi I I ` I 1 I m I I� +isl ! 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