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REQUEST FOR PROPOSAL PROFESSIONAL MOVING SERVICES

GREAT NECK LIBRARY MAIN BUILDING

RENOVATION PROJECT

ISSUED: May 15, 2014

DUE: June 2, 2014 – 11:00 AM EDT

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Table of Contents

SECTION 1: GENERAL RFP ADMINISTRATIVE INFORMATION SECTION 2: SCOPE OF WORK SECTION 3: PROPOSAL SUBMISSION REQUIREMENTS

SECTION 4: REQUIRED INFORMATION AND CONTENT OF PROPOSALS TAB 1: General Information and Signatures TAB 2: Executive Summary

TAB 3: Qualifications TAB 4: Experience and References TAB 5: Contract Methods and Performance TAB 6: Cost Proposal

SECTION 5: PROPOSAL EVALUATION AND SELECTION SECTION 6: INSURANCE REQUIREMENTS SECTION 7: INDEMNIFICATION CLAUSE SECTION 8: NOTICE OF PREVAILING WAGE RATE PUBLICATIONS

RFP FORM A: NON-COLLUSION CLAUSE & SIGNATURE AFFIDAVIT RFP FORM B: RECEIPT FORMS AND SUBMITTAL CHECKLIST RFP FORM C: FIRM PROFILE RFP FORM D: PROPOSER REFERENCES RFP FORM E: COST PROPOSAL RFP FORM F: INTENT TO RESPOND FORM

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Great Neck Library Request for Proposal for Professional Moving Services

DEADLINE FOR BID SUBMISSIONS 11:00 A.M. EDT, Monday, June 2, 2014

Late, faxed, electronically submitted or unsigned proposals may be rejected.

SCOPE: The Great Neck Library is seeking proposals from qualified entities for: Professional Library Mover services for the relocation of the Great Neck Library - Main Building collections, contents, equipment, furnishings, and art (sculpture and framed art) to one of three Library branch locations and the remainder to be stored offsite at a secure location. Portions of collections of library materials from two library branch locations will also need to be moved and stored at a secure location.

Professional Library Mover services are also required to move the Great Neck Library Library collections, contents, equipment, furnishings, and art (sculpture and framed art) from the temporary storage and branch locations and back to one of three designated Great Neck Library locations upon the completion of major construction activities.

IMPORTANT NOTICE! The successful Proposer’s designated Project Manager should be a Certified Moving Consultant or Certified Office and Industrial Consultant as administered by American Moving and Storage Association with a minimum of ten (10) years’ experience and demonstrated successful previous library moving experience.

SUBMIT PROPOSAL TO:

Christine Johnson, Interim Assistant Director Great Neck Library 159 Bayview Ave.

Great Neck, NY 11023 LABELING: All proposals must be packaged, sealed and clearly labeled. Proposer’s Name and Address TITLE: Main Library Moving Proposal

DUE: Monday, June 2, 2014 at 11:00 am EDT

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RFP CALENDAR: Please Note: The following dates are for planning purposes. They represent the Library’s desired timeline for implementing this project. Any revision to the Due Date for submission of proposals will be made by addendum. All other dates may be adjusted without notice, as needs and circumstances dictate.

5/15/14 Release of RFP

5/22/14 at 1:00 pm or

5/27/14 at 10:30 am

Pre‐bid meetings/On‐site walk throughs - Great Neck Library

- beginning at the Main Building, Community Room

Note: These will be the only times a complete, guided tour of the library’s four locations and storage space will be given.

5/29/2014 Last day for written questions

5/29/2014 Last day responses and clarifications will be posted

6/2/14 DEADLINE FOR SUBMISSION OF PROPOSALS – 11:00 AM

6/9-6/13/14 Proposer interview dates (if necessary)

6/27/14 Awarding Authority Decision

10/28/14 Tentative Date for Closure of Main Library

FORMAT OF SUBMITTALS

1. Hardcopy proposals typed and securely bound on 8.5 by 11‐inch paper or

in three‐ring binders, otherwise identical to the electronic version.

2. Electronic proposal in a PDF format stored on a common media (CD, DVD, or flash drive), identical in content and sequence to hardcopy proposals submitted. Email is not an acceptable method of submission. All proposals must be packaged, sealed and clearly labeled

Proposal: one (1) signed original + fifteen (15) complete copies Electronic Copy: one (1) copy Technical + one (1) copy Cost Proposal

QUESTIONS AND REVISIONS TO RFP:

1. All questions must be submitted in written form no later than 12:00 pm EDT, May 29, 2014. Responses to all questions submitted will be distributed to all interested parties no later than 5:00 p.m. EDT, May 29, 2014.

2. In the event that it is necessary to provide additional clarification or revision to the RFP, the Library will post addenda to its website – see Section 1.5 below. It is the Proposer’s responsibility to regularly monitor the website for any such postings.

DIRECT ALL INQUIRIES REGARDING THIS RFP TO: Christine Johnson, Interim Assistant Director Great Neck Library Phone: 516-466-8055 x228 Email: cjohnson@greatnecklibrary.org DOCUMENTS AVAILABLE ON RENOVATION PAGE OF LIBRARY WEBSITE: www.greatnecklibrary.org

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SECTION 1: GENERAL RFP ADMINISTRATIVE INFORMATION 1.1 POINT OF CONTACT

The Purchasing contact identified below is the sole point of contact regarding the RFP process from the date of release of the RFP until selection of the successful proposer.

Christine Johnson, Interim Assistant Director Great Neck Library Phone: 516-466-8055 x228 Email: cjohnson@greatnecklibrary.org

1.2 RESTRICTION ON COMMUNICATIONS All communications relating to this RFP must be directed to the point of contact named above. After the issuance of the RFP, all bidders/proposers/protestors or individuals acting on their behalf are hereby prohibited from attempting to persuade or influence any library officials, their agents or employees or any member of the relevant selection committee, for or against a specific cause related to a pending solicitation for goods or services, in person, by mail, by facsimile, by telephone, by electronic mail, or by any other means of communication, at any time from the release of the RFP to award of the proposer; provided, however, nothing herein shall prohibit bidders/proposers/protestors or individuals acting on their behalf from communicating with the purchasing staff concerning a pending solicitation unless otherwise provided for in the solicitation or unless otherwise directed.

1.3 INQUIRIES AND CLARIFICATION

Proposers shall immediately notify the point of contact of any questions, exceptions, clarification of any ambiguity, error, conflict, discrepancy, omission or other deficiency or additions they have concerning the RFP document. In the event that it becomes necessary to provide additional clarification or revision to the RFP, the Library will post an addendum – see 1.5 below. Proposers are responsible for checking the site regularly for such postings. Direct all questions to the Buyer above, in writing via; mail or email, on or before 12:00 pm EDT, May 29, 2014

The Library will compile and issue a response to these questions in an addendum which will be published on the Library Renovation page of the Library website at www.greatnecklibrary.org

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1.4 PROCURING AND CONTRACTING AGENCY 1.4.1 This Request for Proposal (RFP) is issued by the Great Neck Library. The sole point of contact for the Library during the selection process and the person responsible for managing the procurement process is Christine Johnson, Interim Assistant Director, contact information listed above.

1.4.2 The contract resulting from this RFP will be administered by the Great Neck Library

1.5 ADDENDA / OFFICIAL COMMUNICATION

During the solicitation process for this RFP, all official communication between the Library and Proposers will be made via notices on the Library Renovation page of the website (www.greatnecklibrary.org) The Library will post such notices, which will include, but not be limited to, addenda for any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning Proposer. It shall be the responsibility of the Proposers to regularly monitor the website for any such postings. Failure to retrieve such addenda and include their appropriate provisions in your response may result in your proposal being disqualified.

1.6 ORAL PRESENTATIONS / SITE VISITS / PRE‐BID MEETINGS

Proposers may be asked to attend pre‐bid meetings, make oral presentations, inspect Library

locations or make their facilities available for a site inspection as part of this request for proposal process. Such presentations, meetings or site visits will be at the proposer’s expense.

1.7 ACCEPTANCE/REJECTION OF PROPOSALS

1.7.1 The Library reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the Library's discretion is determined to be in the best interests of the Library. Further, the Library makes no representations that a contract will be awarded to any Proposer responding to this request. The Library expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s). 1.7.2 The Library reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.8 INCURRING COSTS This request for proposals does not commit the Library to award a contract, pay any costs incurred in preparation of proposals, or to procure or contract for services or equipment.

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1.9 PROPOSER’S RESPONSIBILITY

Proposers shall examine this RFP and contract documents and shall exercise their own judgment as to the nature and scope of the work required. No plea of ignorance of conditions or difficulties that exist or may hereafter arise in the execution of the work under this contract as a result of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the proposer to fulfill the requirements of the contract.

1.10 PROPOSER QUALIFICATIONS

The Library may make such investigations as it deems necessary to determine the a b i l i t y of the proposer to perform the work, and the proposer shall furnish to the Library all such information and data for this purpose, as the Library may request. The Library reserves the right to reject any proposal if the evidence submitted by, or investigated of, such proposer fails to satisfy the Library such proposer understands the full scope of work and is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein.

1.11 PROPOSAL CONTENT The evaluation and selection of a Mover and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on‐site visits or oral

presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response. Elaborate proposals (e.g. expensive artwork) beyond what is sufficient to present a complete and effective proposal, are not necessary or desired.

1.12 WITHDRAWAL OR REVISION OF PROPOSALS

1.12.1 A proposer may, without prejudice, withdraw a proposal submitted prior to the date and time specified for receipt of proposals by requesting such withdrawal in writing before the due time and date for submission of proposals. Telephone requests for withdrawal shall not be accepted. After the due date of submission of proposals, no proposal may be withdrawn by the proposer for a period of 120 days or as otherwise specified or provided by law. 1.12.2 Any proposer may modify his proposal by resubmitting to the Great Neck Library at any time prior to opening of proposals.

1.13 MULTIPLE PROPOSALS

Multiple proposals from Proposers are permitted; however, each must fully conform to the requirements for bid submission. Proposers must sequentially label (e.g. Proposal #1, Proposal #2) and separately package each bid. Alternate pricing proposals do not constitute multiple proposals.

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1.14 DESIGNATION OF PROPRIETARY INFORMATION Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the New York’s Freedom of Information Law or other applicable public record laws. To the extent permitted by such laws, it is the intention of the Library to withhold the contents of the bid from public view until such times as competitive or bargaining reasons no longer require non‐disclosure, in the opinion of the

Library. At that time, all bids will be available for review in accordance with such laws. Proposer may submit with this RFP separated and marked items that Proposer deems to be proprietary or otherwise confidential, and the specific reasons proposer is seeking confidentiality and the Library will handle such information a c c o r d i n g to applicable law, however the Library cannot ensure that the information will not be subject to release if a request is made under applicable public records laws.

Neither a proposal in its entirety nor price proposal information will be considered confidential. The entire contents of any resulting contract cannot be considered confidential. The Library will not provide advance notice to a proposer prior to release of any requested record.

1.15 BINDING OFFER A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgement of this condition shall be indicated, on the “Request for Proposal Signature Page,” by the signature of the Proposer or an officer of the Proposer legally authorized to execute contractual obligations. By submitting a proposal, the Proposer affirms its acceptance of the terms and conditions of this RFP, including its attachments and exhibits, without exception, deletion or qualification, and without making its offer contingent.

1.16 EXECUTED CONTRACT The Library's Request for Proposal, the proposal responses, written communications and the resulting Contract constitute the entire Contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

a. Official Purchase Order and/or Contract for Purchase of Services

b. Any finally negotiated terms and conditions

c. Applicable Request for Proposal, amendments/attachments

d. Standard Terms and Conditions

e. Response received

f. Written communications

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SECTION 2: SCOPE OF WORK

2.1 PURPOSE The Great Neck Library is seeking proposals from entities qualified and experienced in Professional Library Moving. The Library, as represented by Laura L. Weir, Interim Library Director, intends to use the results of this process to award a contract for Library Moving Services.

2.2 SCOPE OF THE PROJECT

2.2.1 Project Description: The Great Neck Library - Main Building is located at 159 Bayview Avenue, Great Neck, N.Y. 11023. The current Great Neck Library - Main Building was designed in the late 1960’s and opened on May 18, 1970. It is approximately 43,000 square feet including both public, administrative, and service areas. The current Great Neck Library - Main Building houses approximately 300,000 volumes of books, journals, and media, as well as furnishings, equipment and art (sculpture and framed art). After 44 years the interior of the library is being renovated and remodeled to address issues associated with deferred maintenance, accommodate new uses such as computers and other technologies, and provide additional public space. The renovated library upon completion will be contained in the existing footprint of the current building. The construction for the renovation/remodel of the existing library is scheduled to begin in November 2014 and be completed in November 2015. Prior to the construction period the Great Neck Library - Main Building operations will be divided amongst the three library branch locations:

Station Branch at 26 Great Neck Road, Great Neck, NY 11021 Lakeville Branch at 475 Great Neck Road, Great Neck, NY 11021 Parkville Branch at 10 Campbell Street, New Hyde Park, NY 11040

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i) The Library staff will identify & label approximately 30,000 collection materials to be moved to the Station Branch and 3,000 items to be moved to each of the two other branches.

ii) Mover to transport specified furniture (approximately 15 office desks, 8 computer work-

stations, 23 chairs, 10 tables, 12 study carrels, assorted file cabinets, 3 DVD cabinets, selected shelving, and unspecified smaller items) to one of the three branch locations. Limited designated shelving to be dismantled and moved and re-assembled at branch location. Mover to box and transport the aforementioned collection materials to the designated branch library and reshelve items according to layout plan supplied by Library personnel. Mover to supply all cartons and packing materials. Furnishings to be installed by Mover at temporary library facility according to layout plan.

iii) Portions of the collections at the Station and Lakeville branches – identified and isolated by

staff, will also need to be boxed and stored. Current estimates are 15,000 items from Station and 5,000 items from Lakeville.

iv) Specified furniture items to be moved from both the Main and Lakeville Branches into the

Lakeville basement

v) The Library’s Local History Collection, is to be transported along with designated cabinets, to a temporary storage location tentatively known to be at the Town of North Hempstead Town Hall, located at 220 Plandome Road, Manhasset, NY 11030. This portion of the move will be packed by staff and supervised and monitored by the Library’s Local History Librarian, Jonathan Aubrey. Please include option to supply archival quality storage boxes and wrap the collection with stretch wrap to protect the collection from moisture.

vi) Various pieces of sculpture and art will need to be securely wrapped and moved to one of the three designated branch locations, or possibly to off-site storage.

vii) One microfilm cabinet and and as yet unknown number of reels will need to be moved and

stored. viii) The library has a grand piano that will need to be moved to an, as yet, unknown location. ix) 1-3 refrigerators will need to be moved a designated branch.

x) All remaining Main Library collection items (approximately 190,000) and designated furnishings to be boxed by Mover and stored by the Mover in a secure location. Boxes to be labeled by Mover to indicate content. Mover to supply all cartons, skids, and packing materials. Mover shall supply and wrap the collection with stretch wrap to protect the collection from moisture.

xi) After the new Library construction is complete in +/- 12 months, the Mover is to return all collection items, some furniture and art back to the renovated Main Library at 159 Bayview Ave. Mover shall unpack collections from cartons onto shelves based on layout plan. Mover to place furnishings according to layout plan supplied by Library personnel.

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xii) There are a significant number of items which will not move. These items include mainly furniture and fixtures and will be declared surplus prior to the move. A tentative, itemized

list will be posted on the library website at www.greatnecklibrary.org no later than Tuesday, May 20. The Library is also in the process of weeding all of Library’s collections. Amounts shown on inventories and collection analyses will be further reduced by the time of the move.

xiii) Library staff will be responsible for packing/unpacking their personal belongings. Staff will also be responsible for emptying and refilling file cabinets. Mover shall supply all necessary packing materials on an as-needed basis.

xiv) Mover will be responsible for unplugging, packing, relocation and unpacking of all computers and related equipment (computers, printers, faxes, telephones, keyboards, computer mice, speakers, etc.). Main server equipment will be relocated by Library IT personnel and is not included in this scope.

xv) Mover to discard all boxes and packing materials after unpacking. Mover’s insurance for worker’s compensation, personal injury liability, comprehensive liability, auto liability, bodily injury, property damage, and umbrella coverage is required to be documented. (See Section 6 for details)

According to the library’s current construction timeline, the Main Building of the Great Neck Library at 159 Bayview Avenue, Great Neck, NY will close to the public on Tuesday, October 28, 2014. Movement of the designated Library furnishings to the branch locations for Library back-office operations will be scheduled to occur during the month of September. Movement of all library collections from the Main Building and to and from each of the Branch locations is planned to commence on October 28 and should be completed by Friday, October 31. Movement of all collections and furnishings designated for off-site storage by the Mover should be completed no later than 6:00 pm on November 8.

The return move from the branch libraries and storage space back to the remodeled/renovated Great Neck Library - Main Building is to occur at the end of the Great Neck Library - Main Building construction schedule in October-November 2015.

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The following documents will be available on the Renovation page of the Great Neck Library website by the end of business day, Tuesday, May 20, 2014: Existing Great Neck Library - Main Building furnishings inventory. This inventory may be used for reference in preparing a proposal, but by no means should be considered a complete document. The Mover shall be responsible for confirming all types and quantities of existing furnishings.

Existing Great Neck Library - Main Building collection analysis. (This inventory may be used for reference in preparing a proposal, but by no means should be considered a complete document. The Mover shall be responsible for confirming all types and quantities of existing collections.

Existing Great Neck Library - Main Building “significant” art collection. This inventory may be used for reference in preparing a proposal, but by no means should be considered a complete document. The Mover shall be responsible for confirming all types and quantities of existing artwork (i.e. sculpture, framed art, etc.). Existing floor plans for Main Building and three branch locations. Current design plans for renovated Main Building. Area map. Updated inventories will be provided to the chosen vendor in August.

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SECTION 3: PROPOSAL SUBMISSION REQUIREMENTS

3.1. GENERAL It is the responsibility of each Proposer, before submitting a Proposal, to (a) examine the RFP thoroughly, (b) if applicable, visit the Renovation page of the library website, www.greatnecklibrary.org, as well as the Great Neck Library’s service territory to become familiar with local conditions that may affect cost, progress, performance or furnishing of the Work, (c) consider federal, state and local laws and regulations that may affect cost, progress, performance or furnishing of the Work, (d) study and carefully correlate Proposer’s observations with the RFP, and (e) notify the Interim Assistant Director of all conflicts, errors or discrepancies in the RFP. Failure to do so will be at Proposer's own risk. A proposer shall not be relieved of a requirement of this RFP on the plea of error. Any Proposer who is seeking clarification about the specifications of this RFP must do so in writing prior to the RFP question due date shown in the above section in accordance with the provisions outlined in this RFP.

3.2. RESPONSE FORMAT

Proposals must be organized with headings and subheadings in the order provided in Section 4. Each heading and subheading should be separated by tabs or otherwise clearly marked.

Required Information and Content of Proposals: RFP Form B provides a checklist of all required submittals.

The response to the RFP shall be complete but succinct and comprehensive. Elaborate proposals, such as those including expensive artwork beyond what is sufficient to present a complete and effective proposal, are not necessary or desired. Printing double‐sided on

recycled paper is strongly preferred.

3.3. SUBMITTAL REQUIREMENTS

Hardcopy proposals typed and securely bound on 8.5 by 11‐inch paper (optionally, in three‐

ring binders), otherwise identical to the electronic version.

Electronic proposal in a PDF format stored on a common media (CD, DVD, or flash drive), identical in content and sequence to hardcopy proposals submitted.

Email is not an acceptable method of submission. All proposals must be packaged, sealed and clearly labeled.

Proposal: one (1) signed original + fifteen (15) complete copies Electronic Copy: one (1) copy Technical + one (1) copy Cost Proposal

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3.4. ELECTRONIC SUBMISSION Proposers shall submit an electronic copy of their proposal stored on a common media; CD, DVD or flash drive. Floppy disks will not be accepted. Transmission through email is not acceptable. The electronic submission shall consist of clearly labeled files that match the chapter layout in Section 4 of this RFP, additional data files or content. Unless specifically noted, acceptable formats include Microsoft Word, Microsoft Excel, or PDF.

3.5. MAILED SUBMISSION Proposers shall submit the required number of copies of their proposal typed and securely bound on 8.5 by 11‐inch paper. The proposals shall be identical in all regards, filled‐out and

complete. The content of the mailed proposals shall be identical to the original electronic‐

copy submitted. 3.6. DISCREPANCIES

If any discrepancies between the paper copy and the electronic copy are discovered, the paper copy will prevail.

SECTION 4: REQUIRED INFORMATION AND CONTENT OF PROPOSALS

Tab 1 - General Information and Signatures 1. Signature Affidavit ‐ RFP Form A

Submit certification with the legal name of the Proposer and signature of the person(s) legally authorized to bind the Proposer to a contract. 2. Receipt Forms and Submittal Checklist ‐ RFP Form B

Acknowledge and initial parts of RFP received and submitted

3. Firm Profile Information ‐ RFP Form C

Provide business identification and contact information required in the form.

Tab 2 - Executive Summary The Proposer shall include a brief summary introducing your firm. Include the following:

Briefly describe your business organization, experience and qualifications in relation to providing services required in this RFP.

Summarize, in a brief and concise manner, your understanding of the Scope of Work.

Reaffirm your experience in professional library moving

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Tab 3 - Qualifications Qualifications Overview / General Company Information

1. Describe briefly your firm’s background and history. Describe the organization’s size in relation to providing services requested in this RFP. State the location of the office which might service this endeavor and the range of activities performed at that office. 2. Provide a statement of the length of time you have been in business supplying the services referenced herein. 3. Demonstrate the firm’s capability and evidence of your experience providing services equal to or greater in scope than those requested in this RFP.

4. Include the number of moves your firm handles at a given time.

5. Include moves you and your firm managed for libraries, institutions or governmental organizations similar to the Great Neck Library. Provide size in number of volumes in General Collection; length of time for each move.

6. Include a list of pitfalls to be aware of during a move of this scale.

Project Team 1. Identify key staff (names, titles and specific responsibilities) and affiliates who would become directly responsible for the various aspects of the contract, if awarded. Identify who would be contract manager(s) from your company (cannot be from affiliate). 2. List of affiliates, partners and sub‐contractors who would be involved in the execution of

the contract, if any. For each subcontractor, include name, address, phone number, contact person. 3. Key personnel will be an important factor considered by the review committee. Changes in key personnel may be cause for rejection of the proposal.

Financial Capability The proposer must provide evidence that he or she has the financial stability and capability to

perform the work outlined within the scope of work. Therefore, the proposer must submit

one or more of the following financial statements or reports:

1) Audited balance sheets for the past three (3) years (If unavailable, an unaudited balance

sheet is acceptable)

2) Internal report which provides a three (3) year financial trend analysis

3) Current credit report

4) Letter from proposer’s bank verifying financial stability or

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5) Any other financial status report which can be used to demonstrate financial stability.

Disclosure of Contract Failures, Litigations.

Disclose any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigation pending which involves your firm. List any contracts in which your firm has been found guilty or liable, or which may affect the performance of the services to be rendered herein, in which your firm, and/or any subcontractors have been involved in within the last 5 years.

Tab 4 - Experience and References

1. Provide a list of governmental organizations/municipalities and/or clients with whom the proposer has done similar business within the last 5 years. 2. The Great Neck Library may also utilize other sources of information about the product(s) and/or service(s) proposed by the proposer where these sources are publicly available and are equally available for all competing proposers. 3. References: Proposers must include in their RFP’s a list of no more than ten organizations, from recent projects, similar in size and scope, which can be used as references for work performed in the area of service required. Selected organizations may

be contacted to determine the quality of work performed and personnel assigned to the project. Use RFP Form D and additional forms, as needed to provide information for each client reference.

Tab 5 – Means, Methods and Performance 1. Survey of Existing Items: Describe your proposed method of identifying, measuring and tagging all items to be moved and how that information will be reported. Items to be moved include, but are not limited to, library collections, contents, equipment, art (large sculpture and framed art) and furnishings. 2. Design Move Plan: Describe how you will develop a workable plan for the move incorporating preparation of existing furniture, shelving, artwork, equipment, contents, collections and computers. Describe delivery and installation of said items. Describe how you will coordinate the “move committee” [representatives from the Great Neck Library (e.g. Librarians, Maintenance Staff, IT staff, etc.), and external reps from architects, furniture vendors, shelving vendors, vending machine vendors, etc. if deemed necessary] and any other tasks that might affect the move. Include move timeline.

3. Pre‐Move Preparation: Describe your plan to prepare for this move including the

process, means of communication, training and/or preparation of all involved personnel (i.e. minimizing library personnel anxiety), and a timeline of tasks and events. Preparing the library staff for the move is a high priority.

4. On‐Site Supervision: Describe how you will provide continuous and efficient supervision during the actual move. Describe how potential difficulties during the

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move(s) will be resolved by your team. Describe how you will incorporate the guidance of Library staff during the actual move to ensure all needs are being met. 5. Post Move Consultation: Describe all services you provide post‐move such as

invoice verification or preparation and follow‐up of damage claims, etc.

6. Tracking: Identify roadblocks and milestones found in similar projects and firm’s approach to managing them. Describe why the firm’s selected program approach fits this particular project.

7. Off-Site Materials Storage: Provide a detailed description of facility or facilities that will be used for the off-site storage of Library Materials.

This description must include the following information:

a. The physical location of the facility

b. The legal owner of the facility

c. Evidence of proper climate and conditions for the storage of library materials

d. Evidence of fire and water damage protection, if any.

e. Evidence of insurance coverage for storage facility

8. Current Workload: Provide the following information:

• List projects firm is currently negotiating • List projects firm is currently administering

• List projects firm is currently pursuing

9. Schedule and Budget: Provide the following information:

• On your last 10 projects, how many were completed on schedule?

• How many were completed within budget? • Describe the firm’s ability to provide services as required within required time lines.

• Address your firm’s overall cost containment practices for controlling direct and indirect costs.

10. Great Neck Library Assistance:

Provide information regarding expected use of Library resources including assistance from Library Staff.

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Tab 6 - Cost Proposal General Instructions on Submitting Cost Proposals:

1. Fixed Price Period – All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 180 days starting on the due date for proposals. 2. Proposals shall be quoted as a not‐to‐exceed cost for services. Fees quoted should

include all necessary expenses including but not limited to: travel, telephone, copying and other out‐of‐pocket expenses

3. Format for Submitting Cost Proposals

o The cost proposal must contain all pricing information relative to providing move services described in the RFP. The total all‐inclusive maximum price proposed is

to contain all direct and indirect costs including all out‐of-pocket expenses.

o The cost proposal shall include a total all‐inclusive maximum price to manage the

move away from the Great Neck Library - Main Building and a separate all-inclusive maximum price to manage the return move back to the Great Neck Library - Main Building upon completion of major construction activities.

o Within the total cost – please provide subtotals for movement of materials and furnishings to/from each of the 3 library branches, as well as a subtotal for moving the history room collection.

o The cost for off-site storage of Great Neck Library materials by the Mover should be provided separately from the moving to/from costs.

o If available, please provide a separate option for piano storage

4. Submit fee schedule necessary to accomplish the scope of services identified. The fee submittal shall address the following items:

a) A proposed lump sum cost to provide move services for the Great Neck

Library and a subtotal for each phase of the project.

b) Include the respective percentage of sub‐contractor involvement, if any, in each

phase of work.

c) Hourly rate schedule by personnel and the proposed number of hours budgeted for each member of the Mover firm/team organized by task and phase of project. Wages must be scheduled using Prevailing Wage rates for Moving Furniture and Equipment for Nassau County, NY as Published by the New York State Department of Labor (See Section 8 for more details).

d) Direct and indirect costs in itemized detail (include on a separate tabulation

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sheet)

e) Costs proposed shall be inclusive of all costs related to completing the project, including but not limited to preparation, travel, transportation, communication, reproduction, labor, overhead, profit, etc.

f) The Mover shall indicate any additional work outside the scope of work identified in this RFP, that it believes is needed and the cost of such work.

5. Library policy is to release payment upon 100% completion of contracts or to make monthly progress payments upon the completed work.

NOTE: The Great Neck Library does not pay for services before it receives them. Do not propose contract terms which call for upfront payments or deposits. As this is a Prevailing Wage Contract, Certified Payroll Reports must be submitted with all billing requests.

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SECTION 5: PROPOSAL EVALUATION AND SELECTION

5.1. Preliminary Evaluation Received proposals will be reviewed for completeness and compliance with RFP guidelines. All incomplete RFP’s submitted may be determined nonresponsive and removed from the evaluation process. To be considered complete, RFP’s shall include all required submittals listed in the checklist (Form B) and shall be signed and dated. In the event that all proposers do not meet one or more of the requirements, the Great Neck Library reserves the right to continue the evaluation of the proposals that most closely meet the requirements of this RFP.

5.2. Proposal Evaluations, Interviews and/or Site Visits The Library’s RFP Selection Committee will make the final selection and recommendation following the evaluation of the proposals which may include interviews, if deemed necessary, with some or all of the Proposers. However, the Library may make preliminary selection(s) on the basis of the original proposals only, without negotiation or interviews with any proposers. If interviews are conducted, the Selection Committee may choose to re‐evaluate, re‐rate and/or re‐rank the finalists’

proposals based upon the written documents submitted and any clarifications offered in the interviews.

5.3. Best and Final Offer

The Selection Committee may request best and final offers from one or more Proposers determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing Proposers. If best and final offers are requested, they will be evaluated against the stated criteria, scored and ranked. The Library reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer(s) prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer(s), the Library may negotiate a contract with the next highest scoring proposer.

5.4. Clarification of Proposals During the evaluation of proposals, the Library reserves the right to contact any or all Proposers to request additional information for purposes of clarification of RFP responses, reject proposals which contain errors, or at its sole discretion, waive disqualifying errors or gain clarification of error or information.

5.5. Consideration of Proposals

In making their selection under this RFP, the Library and the RFP Selection Committee will consider the submittals, firm interviews, general qualifications, prior history of performance as well as the selection criteria set forth in this RFP.

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5.6. Negotiation

The Library reserves the right to negotiate final fees and scope of services with the selected Mover, potentially including the final composition of the team. 5.7. Local Preference

The Great Neck Library is not bound to any preference purchasing policy that would grant preference to any proposer. 5.8. Process

At any phase, the Library reserves the right to terminate, suspend or modify this selection process; reject any or all submittals; and waive any informalities, irregularities or omissions in submittals, all as deemed in the best interests of the Library.

5.9. Communication with Selection Committee Proposers may not contact members of the Selection Committee at any time during the evaluation process, except at the Great Neck Library request. 5.10. Right to Reject Proposals and Negotiate Contract Terms

The Library reserves the right to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer(s) prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer(s), the Library may negotiate a contract with the next highest scoring proposer. 5.11. Basis for Evaluation and Award

The Library will have sole discretion as to the methodology used in making the award. The award will be made to the responsible and responsive Proposer who offers the best combination of criteria to include, but not limited to: qualifications, experience, capability, management, accountability, past and current performance, adherence to applicable state and federal regulations, location and cost solution in compliance with the specifications and requirements of this solicitation.

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SECTION 6: INSURANCE REQUIREMENTS

Contractor(s) and/or Sub-Contractor(s) shall obtain, pay for & keep in full force & effect during the entire term of this agreement, and during the performances, final completion and acceptance of any work, insurance as designated herein, in form and substance acceptable to the owner in its sole discretion. Before starting the Work, contractor shall furnish a Certificate of Insurance with attachments as described below or copies of all insurance policies to the Great Neck Library. The insurance company must be licensed as an “admitted carrier” by the State of New York and must have “Best” rating of not lower than “A-“

1. WORKERS COMPENSATION & EMPLOYERS LIABILITY

a. Workers Compensation in full compliance with the Workers’ Compensation & Occupation Diseases Laws of all authorities having jurisdiction in locations in which the Contractor operates.

2. General Liability:

Commercial General Liability: $1,000,000 each occurrence

1. General Aggregate: $2,000,000 applies per project

2. Bodily/Personal Injury: $1,000,000

3. Property Damage: $1,000,000

4. Damages to Rental Premises: $10,000 each occurrence

5. Contractual Liability

6. Hold Harmless Clause OR State Contractual Liability in General Liability Section of

Certificate.

Coverage shall be provided for liability arising from:

- Premises and Operations

- Independent Contractors

- Projects-completed operations for a minimum of one (1) year after project completion

- Personal injury and advertising injury

- Blanket contractual liability (including the tort liability of another assumed in a business contract)

3. Automobile Liability:

Coverage: Liability arising out of any auto (including owned, hired & non-owned autos)

1. Bodily Injury including death: $1,000,000

2. Property Damage: $1,000,000 per occurrence

4. Umbrella Liability:

1. $5,000,000 Aggregate

2. $5,000,000 Each Occurrence

5. CERTIFICATE HOLDER:

Great Neck Library

159 Bayview Avenue

Great Neck, NY 11023

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SECTION 7: INDEMNIFICATION CLAUSE

In addition to, and not in limitation of, the above insurance provisions, for this bid, the contractor (Consultant, Licensee) agrees:

A. That except for the amount, if any, of damage contributed to, caused by or resulting from the negligence of the Great Neck Library, the Contractor shall indemnify and hold harmless the Great Neck Library, its officers, employees and agents from and against any and all liability damage, claims demands, costs, judgments , fees, attorney's fees or loss arising directly; or indirectly out of the performance of failure to perform hereunder by the Contractor or indirectly out of the performance or failure to perform hereunder by the Contractor or third parties under the direction or control of the Contractor and

B. To provide defense for and defend at its sole expense, any and all claims, demands or causes of action directly or indirectly arising out of this Agreement and to bear all other costs and expenses related thereto.

Vendor affirms that he will comply in the performance of Contract with all applicable provisions of the Labor Law, Worker's Compensation Law, Federal Social Security Law, and any and all rules and regulations promulgated by the Federal Department of Labor and/or the Industrial Commissioner of the State of New York and any other applicable laws, rules and regulations and all amendments and additions thereto.

SIGNATURE _____________________________________

OFFICIAL TITLE __________________________________

DATE: ___________________________

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SECTION 8: NOTICE OF PREVAILING WAGE RATE PUBLICATIONS

The annual determination of the prevailing rates of wages and supplements for workers employed on public work projects throughout the state is published on May 31st of each year, and are in effect July 1st through June 30th. Each new determination supersedes the original schedule or any prior issued annual determination.

It is the responsibility of the contracting agency or its agent to provide all prevailing rate schedules to contractors immediately upon receipt.

The current prevailing wage for this project is available from the NYS Department of Labor at http://wpp.labor.state.ny.us/wpp/viewPrevailingWageSchedule.do?typeid=2&county=45 Moving Furniture and Equipment 05/01/2014

JOB DESCRIPTION Moving Furniture and Equipment DISTRICT 10

ENTIRE COUNTIES: Nassau, Suffolk

WAGES Per hour: 07/01/2013 Driver-Heavy & Tractor Trailer $25.10 (capacity of at least 26,000pounds Gross Vehicle Weight) Driver-Light Truck $20.75 Helper $13.34

IMPORTANT INFORMATION: Article 9 §230.6. "Prevailing wage" means the wage determined by the fiscal officer to be prevailing for the various classes of building service employees in the locality. In no event shall the basic hourly cash rate of pay be less than the statutory minimum wage established by article nineteen of this chapter, or, in a city with a local law requiring a higher minimum wage on city contract work, less than the minimum wage specified in such local law.

SUPPLEMENTAL BENEFITS: Per hour worked: $1.72

OVERTIME PAY - See (B, B2) on OVERTIME PAGE

HOLIDAY- Paid: See (1) on HOLIDAY PAGE 10-NYS/R&S

Any rate change from a previously issued determination becomes effective July 1st, regardless of whether the new determination has been received by the contractor. When reviewing a schedule for a particular occupation, attention should be directed to the dates above the column of rates. These are the dates that additional adjustments become effective.

DUE TO THE TIGHT TIME CONSTRAINTS – BIDS CAN BE BASED ON EXISTING PREVAILING WAGE RATES WITH THE ASSUMPTION THAT THE ACTUAL WAGES PAID WILL USE THE NEW SCHEDULE OF RATES. PLEASE SPECIFY 2013 OR 2014 RATES IN YOUR BID

NEW RATES WILL BE REQUESTED AND POSTED ON THE LIBRARY WEBSITE AS

SOON AS THEY ARE AVAILABLE, AND NO LATER THAN MAY 31, 2014.

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RFP FORM A

Note: This form must be returned with your proposal response.

In signing this proposal, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and specifications required by the Library in this Request for Proposal, and declares that the attached proposal and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposer shall provide the complete information requested below. Include the legal name of the Proposer and signature of the person(s) legally authorized to bind the Proposer to a contract.

Proposal Invalid Without Signature Signature of Proposer Date

Printed Name and Title Company Name

Telephone Address

Email

Person to be Contacted If There Are Questions About Your Proposal

(If Different From Above) Name Title

Telephone Email

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RFP FORM B

RECEIPT FORMS and SUBMITTAL CHECKLIST The undersigned hereby acknowledges the receipt and/or submittal of the following forms:

Request For Proposal (Initial all applicable forms)

Initial to acknowledge receipt of RFP

documents

Section 1: General Administrative RFP Information

Section 2: Scope of Work

Section 3: Proposal Submission Requirements

Section 4: Required Information and Content of Proposals

Section 5: Proposal Evaluation and Selection

Section 6: Insurance Requirements

Section 7: Indemnification Clause

Section 8: Prevailing Wage Rates

Form F Intent to Respond Form

Tab 1 General Information and Signatures (Including RFP Forms A, B & C)

Tab 2 Executive Summary

Tab 3 Qualifications

Tab 4 Experience and References (RFP Form D)

Tab 5 Contract Methods and Performance

Tab 6 Cost Proposal (Including RFP Form E)

Signed Indemnification Clause (Section 6)

Additional Information provided by vendor

Company Name (print or type) Proposer’s Name and title (print or type)

Date Signature Corporate Seal:

27

RFP FORM C

FIRM PROFILE 1. Proposing Company Name:

2. FEIN OR (If Sole Proprietorship, provide SSN upon award, if FEIN is N/A)

3. Form of Organization:

4. Location of Main Office:

ADDRESS

CITY STATE ZIP

5. Location of Office servicing Great Neck Library account:

ADDRESS

CITY STATE ZIP

6 Principal Information and Contact:

NAME TITLE

TEL FAX

E-MAIL

7. Contact Person about your proposal if different from above: NAME TITLE

TEL FAX

E-MAIL

8. Orders and Billing Contacts and Mailing Address: NAME TITLE

TEL FAX

E-MAIL

ADDRESS

CITY STATE ZIP

Corporation Limited Liability Company General Partnership Sole Proprietor Unincorporated Association Other:

28

PROPOSER REFERENCES

RFP FORM D

FOR VENDOR:

Provide company name, address, contact person, telephone number, and appropriate information on the service(s) used for no less than four (4) but no more than ten (10) moves with requirements similar to those included in this solicitation document.

Company Name

Address (include ZIP)

Contact Person Phone No.

Contract Period Services

Provided

Company Name

Address (include ZIP)

Contact Person Phone No.

Contract Period Services

Provided

Company Name

Address (include ZIP)

Contact Person Phone No.

Contract Period Services

Provided

Company Name

Address (include ZIP)

Contact Person Phone No.

Contract Period Services

Provided

Attach additional sheets as needed.

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RFP FORM E

At

COST PROPOSAL

Date: ________________________

We, _________________________________ hereby agree to furnish the necessary services as required by the attached specifications to:

1) Move designated items and furnishings to/from the Station Branch at 26 Great Neck Road, Great Neck, NY 11021:

A. Move specified furniture, equipment and boxed items to the Station Branch

B. Move approximately 30,000 items from Main's collections to the Station Branch

C. Move approximately 15,000 items from Station's collections to off-site storage provide by the vendor

D. Supply all necessary packing materials

Bid Extended $__________ $__________ $__________ $__________

1) Guaranteed Maximum/Not-to-Exceed Price $__________

2) Move designated items and furnishings to/from the Lakeville Branch at 475 Great Neck Road, Great Neck, NY 11021:

A. Move specified furniture from the Lakeville Branch into the Lakeville basement

B. Move additional specified furniture from the Main Library to the Lakeville basement

C. Move approximately 3,000 items from Main's collections to the Lakeville Branch

D. Move approximately 5,000 items from Lakeville's collections to off-site storage provide by the vendor

E. Supply all necessary packing materials

$__________ $__________ $__________ $__________ $__________

2) Guaranteed Maximum/Not-to-Exceed Price $__________

3) Move designated items and furnishings to the Parkville Branch

at 10 Campbell Street, New Hyde Park, NY 11040:

A. Move specified furniture, equipment and boxed items to the Parkville Branch

B. Move approximately 3,000 items from Main's collections to the Parkville Branch

C. Supply all necessary packing materials

$__________ $__________ $__________

3) Guaranteed Maximum/Not-to-Exceed Price $__________

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4) Move the Library's Local History Collection to its tentative home at the Town of North Hempstead Town Hall, located at 220 Plandome Road, Manhasset, NY 11030:

A. Provide archival quality storage boxes B. Transport collection along with designated cabinets under

supervision of Library's Local History Librarian C. Option to wrap the collection with stretch wrap to protect the

collection from moisture

$__________ $__________ $__________

4) Guaranteed Maximum/Not-to-Exceed Price $__________

5) Move library's art collection from the Main Library to a designated branch or to vendor off-site storage:

A. Securely wrap and move sculptures into Lakeville basement (provide skids for temporary storage)

B. Wrap, and/or protect all other paintings (see inventory) and move to one of the library's three branches

C. Provide option for vendor-supplied off-site storage for artwork

$__________ $__________ $__________

5) Guaranteed Maximum/Not-to-Exceed Price $__________

6) Move and store for approximately 12 months designated larger items:

A. Grand piano B. One microfilm cabinet containing seven drawers of microfilm C. 1-2 refrigerators

$__________ $__________ $__________

6) Guaranteed Maximum/Not-to-Exceed Price $__________

7) Pack, move and store all remaining Main Library collection items:

A. Pack approximately 190,000 library items B. Move boxed collections to vendor provided storage facility C. Store materials for approximately 12 months in vendor's storage

facility

$__________ $__________ $__________

7) Guaranteed Maximum/Not-to-Exceed Price $__________

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8) After Main Library renovation is completed (scheduled for October-November 2015), return all materials and designated materials to the Main Library:

A. Move specified furniture, equipment and contents from one of three branches to the renovated Main Library

B. Move all vendor stored collection items to the renovated Main Library

C. Move larger items to the renovated Main Library: a. Grand piano b. One microfilm cabinet containing seven drawers of microfilm

c. 1-2 refrigerators

D. Unpack and shelve all library materials according to plan to be provided by Great Neck Library

E. Supply all necessary packing materials and supplies

$__________ $__________ $__________

$__________

$__________ $__________ $__________

8) Guaranteed Maximum/Not-to-Exceed Price $__________

Total Bid (total of items 1-8) $__________

Hourly rate for:

Principal

Project Manager

Supervisor/Lead Employee

Packers/Movers

Driver

Vehicle

The Great Neck Library is exempt from all sales and use taxes.

Deviations, changes, additions, alterations to these specifications must be set forth on a separate sheet.

Proposal Invalid Without Signature

Signature of Proposer Date

Printed Name and Title Company Name

Telephone Address

Email

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RFP FORM F

INTENT TO RESPOND FORM

REQUEST FOR PROPOSAL FOR PROFFESSIONAL MOVING SERVICES FOR THE GREAT NECK LIBRARY

Date:

Please email the following Intent to Respond form to Christine Johnson, Interim Assistant Director of the The Great Neck Library at cjohnson@greatnecklibrary.org within two (2) days of your receipt of the RFP forms even if your company chooses NOT to participate in the RFP.

================================================

We intend to respond to this RFP by the specified due date:

Yes No

If Yes, please indicate if you plan to attend one of the designated walk-through tours:

Thursday, May 22, 2014 at 1:00 pm

Tuesday, May 27, 2014 at 10:30 am

Neither

________________________________ _____________________________ Company Name Date _______________________________ ______________________________ Contact Name (please print) Title

_______________________________ Signature of Contact Person

By signing the above, I certify that I am authorized by the Company named above to respond to this request.