REQUEST FOR PROPOSAL PROFESSIONAL MOVING SERVICES CENTRAL LIBRARY RENOVATION PROJECT

Transcription

1 REQUEST FOR PROPOSAL PROFESSIONAL MOVING SERVICES CENTRAL LIBRARY RENOVATION PROJECT ISSUED: March 12, 2013 DUE: April 8, :00 p.m.

2 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 RFP FORM A: 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 ATTACHMENT A: EXISTING FURNISHINGS INVENTORY ATTACHMENT B: FLOOR PLANS FOR THE TULSA CENTRAL LIBRARY CIRCA 2008 ATTACHMENT C: DESIGN DRAWINGS FOR THE REMODELED LIBRARY ATTACHMENT D: STORAGE AND OFFICE BUILDING FLOOR PLAN ATTACHMENT E: COLLECTION ANALYSIS ATTACHMENT F: SIGNIFICANT LIBRARY ART COLLECTION ATTACHMENT G: AREA MAP ATTACHMENT H: TEMPORARY LIBRARY LOCATION FLOOR PLAN

3 Tulsa City-County Library Request for Proposal for Professional Moving Services DEADLINE FOR BID SUBMISSIONS 2:00 P.M. CDT, Wednesday, April 8, 2013 Late, faxed, electronically submitted or unsigned proposals may be rejected. SCOPE: The Tulsa City-County Library is seeking proposals from qualified entities for: Professional Library Mover services for the relocation of the Tulsa Central Library collections, contents, equipment, furnishings, and art (sculpture and framed art) to a temporary storage and office location. Professional Library Mover services are also required to move the Central Library collections, contents, equipment, furnishings, and art (sculpture and framed art) from the temporary storage/office location and temporary library location back to the Tulsa Central Library 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. SUBMIT PROPOSAL TO: Mike Leitch Capital Projects Manager Tulsa City County Library 400 Civic Center Tulsa, Ok LABELING: All proposals must be packaged, sealed and clearly labeled. Proposer s Name and Address TITLE: Tulsa Central Library Library Movers DUE: Wednesday, April 8, 2013; 2:00 PM CDT

4 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. 3/12/13 Release of RFP 3/19/13 at 1:00pm Pre bid meeting/on site walk through - Tulsa Central Library, Plaza Room Note: This will be the only time a guided tour of the library and storage space will be given. 3/22/13 Last day for written questions 3/27/13 Last day responses and clarifications will be posted 4/8/13 DEADLINE FOR SUBMISSION OF PROPOSALS 2:00PM 4/10/13 Proposer interview date (if necessary) 4/12/13 Awarding Authority Decision 4/18/13 Obtain Library Commission Approval, Award and Contract Signing 8/30/13 Central Library closes 9/3/13 Temporary Library location opens? Office/Storage location available 10/1/13 Central Library turned over to Construction Manager 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. 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 5:00pm CDT, March 22, Responses to all questions submitted will be distributed to all interested parties no later than 12:00 p.m. CDT, March 27, 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.

5 DIRECT ALL INQUIRIES REGARDING THIS RFP TO: Mike Leitch, Capital Project Manger Tulsa City-County Library Phone: DOCUMENTS AVAILABLE ON WEB SITE: 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. Mike Leitch Capital Projects Manager Tulsa City-County Library Phone: 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 , on or before Friday, March 22, 2013, 5:00 P.M. CST The Library will compile and issue a response to these questions in an addendum which will be published on the Library website

6 1.4 PROCURING AND CONTRACTING AGENCY This Request for Proposal (RFP) is issued by the Tulsa City-County Library. The sole point of contact for the Library during the selection process and the person responsible for managing the procurement process is Mike Leitch, Capital Projects Manager, contact information listed above The contract resulting from this RFP will be administered by the Tulsa City- County 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 website ( 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 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) 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. 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

7 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 PROPOSER QUALIFICATIONS The Library may make such investigations as it deems necessary to determine the ability 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 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 WITHDRAWAL OR REVISION OF PROPOSALS 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 Any proposer may modify his proposal by resubmitting to the Tulsa City- County Library at any time prior to opening of proposals NON MATERIAL AND MATERIAL VARIANCES The Library reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the Library, it is in the Library s best interest to do so. Nonmaterial variances include minor informalities that do not affect responsiveness, that are merely a matter of form or format, that do not change the relative standing or otherwise prejudice other vendors, that do not change the meaning or scope of the RFP, or that do not reflect a material change in the services. In the event the Library waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFP requirements or excuse the vendor from full compliance with RFP specifications or other contract requirements if the vendor is awarded the contract. The determination of materiality is in the sole discretion of the Library.

8 1.14 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 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 Oklahoma Open Records Act 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 according 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 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 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

9 1.18 PUBLIC OPENINGS There shall be no public opening on the due date and time specified in this RFP and the Library may postpone opening for its own convenience. Sealed proposals received by the Library in response to a request for proposal are exempt from public records disclosure requirements until the Library provides a notice of decision. If the Library rejects all proposals submitted and the Library concurrently provides notice of its intent to reissue the request for proposals, the rejected proposals remain exempt from public records disclosure until such time as the Library provides notice of a decision or intended decision concerning the reissued request for proposals or until the Library withdraws the reissued request for proposals. Documents may be inspected without charge, but a charge will be incurred to obtain copies. SECTION 2: SCOPE OF WORK 2.1 PURPOSE The Tulsa City-County Library is seeking proposals from entities qualified and experienced in Professional Library Moving. The Library, as represented by Gail Morris, Director of Finance, intends to use the results of this process to award a contract for Library Moving Services. 2.2 SCOPE OF THE PROJECT Project Description: The Tulsa Central Library is located at 400 Civic Center, Tulsa, OK The current Central Library was designed in the early 1960 s and construction was completed in 1965 (see attachment D for floor plans for the Tulsa Central Library circa 2008). It is approximately 131,000 square feet including both public, administrative, and service areas. The current central library houses approximately 500,000 volumes of books, journals, and media, as well as furnishings, equipment and art (sculpture and framed art). After 48 years 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 and staff space. The renovated library upon completion will be approximately 150,000 square feet (see attachment C for the design drawings for the renovated/remodeled Central Library). The construction for the renovation/remodel of the existing library is scheduled to begin in summer 2013 and be completed in summer Prior to the construction period the Tulsa Central Library operations will be relocated to a temporary library location at 1110 S Denver Ave, Tulsa, OK, The Library intends to purchase a move-in day collection and all new FF&E for the temporary library location. No items currently housed in the Tulsa Central Library will be relocated to the temporary library location. The Library has access to storage and office space for use by the Library located at

10 4401 S. Sheridan, Tulsa, OK for all items being removed from the Tulsa Central Library. 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. However, we cannot provide an itemized list at this time. Tulsa City-County Library is also in the process of weeding the Central Library collection. Amounts shown on inventories and collection analyses could be greatly reduced by the time of the move Current Operations: The Central Library is fully operational at this time and will maintain operation at the current location until the temporary library location is established and available for public use. In general the Central Library staff operations are divided into Media Center, Readers Library, Circulation, AskUs Hotline, Research Wizard and Research Center. The Central Library also houses the central Administrative and Business offices for the Tulsa City-County Library system. Ancillary library programs housed in the Tulsa Central Library includes the Tulsa Library Trust offices, Friends of the Library, Literacy Services, Outreach Services, Youth Services and Information Technology. Current Central Library operations will not be stopped for moving operations. The current hours of operation for the central library are listed below. Monday Thursday: 9:00am 9:00pm Friday: 9:00am 5:00pm Saturday: 9:00am 5:00pm Open Sundays, September May: 1:00pm 5:00pm Objectives: It is the intent of the Tulsa City-County Library to solicit proposals for moving services from experienced library movers for the relocation of library collections, contents, equipment, art (sculpture and framed art) and furnishings from the Tulsa Central Library, Tulsa, OK to the temporary storage and office space located at 4401 S Sheridan, Tulsa, OK. See attachment G for an area map. The mover will also be responsible for the relocation of library collections, contents, equipment, art (sculpture and framed art) and furnishings from the temporary library and library storage/office location(s) to the renovated/remodeled Tulsa Central Library at the completion of major construction activities. 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. 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 and Tulsa County IT personnel and is not included in this scope.

11 It is expected the mover selected would be available to begin on the scheduled date. The mover notice to proceed is currently scheduled to occur in summer The initial move from the Central Library to the temporary library and storage space(s) is schedule to occur in summer The return move from the temporary library and storage/office space(s) back to the remodeled/renovated Central Library is to occur at the end of the Central Library construction schedule in the summer Included with the proposal is an existing Tulsa Central Library furnishings inventory created by Meyer, Scherer, and Rockcastle Architects. (See attachment A) 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. Included with the proposal is an existing Tulsa Central Library collection analysis created by Meyer, Scherer, and Rockcastle Architects (see attachment E). 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. Included with the proposal is an existing Tulsa Central Library significant art collection (see attachment F). 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.). 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 website, as well as the Tulsa City-County 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 Capital Project Manager 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 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.

12 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 SUBMITTAL REQUIREMENTS Hardcopy proposals typed and securely bound on 8.5 by 11 inch paper 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. 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 3.4. SUBMITTAL FORMS In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all bids submitted should comply with the following guidelines: All copies should be printed double sided. All submittals and copies should be printed on recycled paper with a minimum post consumer content of 30% or on alternative tree free paper (i.e. paper made from raw materials other than trees, such as kenaf). All bids should note the level of recycled content contained in the paper being used. Unless absolutely necessary, all bids and copies should minimize or eliminate use of non recyclable or non reusable materials, such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable. Vendors should submit materials in a format that allows for easy removal and recycling of paper materials. Vendors are encouraged to use other products that contain recycled content in their bid documents. Such products may include, but are not limited to, folders, binders, paper clips, discs, envelopes, boxes, etc. Where appropriate, vendors may wish to note which products in their bids are made with recycled materials. Unnecessary samples, attachments or documents not specifically asked for should not be submitted 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 is not acceptable. The electronic submission shall consist of clearly labeled files that match the chapter layout in Section 4 of this RFP,

13 below. Limit responses to the information requested in the RFP. Do not include any additional data files or content. Unless specifically noted, acceptable formats include Microsoft Word, Microsoft Excel, or PDF 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 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 moving for the public sector. Tab3 - 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.

14 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 Tulsa Central 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 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 3 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 Tulsa City-County 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

15 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 Tulsa City- County Library (e.g. Librarians, Facility 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 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. Current Workload: Provide the following information: List projects firm is currently negotiating List projects firm is currently administering List projects firm is currently pursuing 8. 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. 9. TCCL Assistance: Provide information regarding expected use of Library resources including assistance from Library Staff.

16 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 120 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 Tulsa Central Library and a separate all-inclusive maximum price to manage the return move back to the Tulsa Central Library upon completion of major construction activities. 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 Tulsa City-County 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 d) Direct and indirect costs in itemized detail (include on a separate tabulation 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 Tulsa City-County Library does not pay for services before it receives them. Do not propose contract terms which call for upfront payments or deposits. 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

17 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 Tulsa City-County Library reserves the right to continue the evaluation of the proposals that most closely meet the requirements of this RFP 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 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 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 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 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 Local Preference The Tulsa City-County Library is not bound to any preference purchasing policy that would grant preference to any proposer Process

18 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 Communication with Selection Committee Proposers may not contact members of the Selection Committee at any time during the evaluation process, except at the Tulsa City-County Library request 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 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.

19 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. Signature of Proposer Proposal Invalid Without Signature Date Printed Name and Title Company Name Telephone Address Name Person to be Contacted If There Are Questions About Your Proposal (If Different From Above) Title Telephone

20 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 Attachment A: Program Report Including Existing Fixture Inventory Attachment B: Central Library Floor Plans Attachment C: Design Plans for Renovated Library Attachment D: Storage and Office Building Floor Plan Attachment E: Collection Analysis Attachment F: Significant Library Art Collection Attachment G: Area Map Attachment H: Temporary Library Location Floor Plan Addendum No. Dated: Addendum No. Dated: Addendum No. Dated: 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) Company Name (print or type) type) Proposer s Name and title (print or Date Signature

21 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: Corporation Limited Liability Company General Partnership Sole Proprietor Unincorporated Association Other: 4. Location of Main Office: ADDRESS CITY STATE ZIP 5. Location of Office servicing Tulsa Library account: ADDRESS CITY STATE ZIP 6 Principal Information and Contact: NAME TEL TITLE FAX 7. Contact Person about your proposal if different from above: NAME TITLE TEL FAX 8. Orders and Billing Contacts and Mailing Address: NAME TITLE TEL FAX ADDRESS CITY STATE ZIP

22 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 Contract Period Services Provided Phone No. Company Name Address (include ZIP) Contact Person Contract Period Services Provided Phone No. Company Name Address (include ZIP) Contact Person Contract Period Services Provided Phone No. Company Name Address (include ZIP) Contact Person Contract Period Services Provided Phone No.

23 COST PROPOSAL RFP FORM E Move Away from Central Library Survey of Items Design Move Plan Move Preparation Physical Move On-Site Supervision Post-Move Consultation Insurance Guaranteed Maximum/Not-to-Exceed Price Move Back to Central Library Survey of Items Design Move Plan Move Preparation Physical Move On-Site Supervision Post-Move Consultation Insurance Guaranteed Maximum/Not-to-Exceed Price Hourly rate for: Principal Project Manager Supervisor/Lead Man Packers/Movers Driver Vehicle Signature of Proposer Printed Name and Title Telephone Proposal Invalid Without Signature Date Company Name Address