FILE NO. 3821- RELOCATION SERVICES TO MOVE THE CAMBRIDGE PUBLIC LIBRARY FROM 449 BROADWAY TO LONGFELLOW SCHOOL AT 359 BROADWAY, FILE NO. 3821, THURSDAY, MARCH 24, 2005 @ 11:00 AM
ITEM/SCHEDULE
TERM OF CONTRACT
OPTIONS
PERF. BONDPYMT BOND
INSURANCEYESNO
FORMAL BID
FILE NO. 3821
COMMODITY: RELOCATION SERVICES TO MOVE
THE CAMBRIDGE PUBLIC LIBRARY FROM 449
BROADWAY TO LONGFELLOW SCHOOL AT 359 BROADWAY
NAME OF BIDDER:
BIDDER'S FED. ID. OR
SOCIAL SECURITY NO.:
TO: Cynthia H. Griffin, Purchasing Agent
City Hall, Cambridge, MA 02139
PH: (617)349-4310 FX: (617)349-4008
The undersigned submits this sealed bid to provide the commodity or services identified above, described in the specifications herein and advertised in the CAMBRIDGE CHRONICLE on
MARCH 10, 2005, which is to be opened and publicly read at the Office of the Purchasing Agent, City Hall, 795 Mass. Ave., Room 303, Cambridge, MA at 11:00 a.m. on THURSDAY,
MARCH 24, 2005.
The undersigned certifies that this bid is made without collusion with any other person, firm or corporation making any other bid or who otherwise would make a bid. The undersigned agrees to furnish the commodity or services in strict accordance with the bid documents, which consist of this Formal Bid and all attachments hereto.
The envelope containing the bid must be labeled: "This envelope contains a bid for RELOCATION SERVICES TO MOVE THE CAMBRIDGE PUBLIC LIBRARY opened at 11:00 a.m. onTHURSDAY, MARCH 24, 2005."
If a percentage or dollar amount is indicated in this box, this bid must be accompanied by a BID DEPOSIT in the form of a bid bond or a treasurer's, certified or bank check made payable to the City of Cambridge in the amount of $NONE REQUIRED.This bid process and the award of the contract are made in conformity with M.G.L. c. 30B, unless otherwise stated.
See other side of this form for General Terms and Conditions that shall become part of any Contract awarded through this Formal Bid.
SIGNATURE OF BIDDER:
TITLE OF SIGNATORY
ADDRESS OF BIDDER
TELEPHONE NUMBER
FAX NUMBER:
Please check one of the following and insert the requested information:
( ) Corporation, incorporated in the State of:
( ) Partnership. Names of partners:
( ) Individual.
NAME OF BIDDER______
FILE NO. 3821- RELOCATION SERVICES TO MOVE THE CAMBRIDGE PUBLIC LIBRARY FROM 449 BROADWAY TO LONGFELLOW SCHOOL AT 359 BROADWAY, FILE NO. 3821, THURSDAY, MARCH 24, 2005 @ 11:00 AM
GENERAL TERMS AND CONDITIONSLAWS: / All deliveries shall conform in every respect with all applicable laws of the Federal government, Commonwealth of Massachusetts and City of Cambridge.
EQUAL
OPPORTUNITY: / The Contractor in the performance of this contract shall not discriminate on the grounds of race, color, religion, national origin, age or sex in employment practices or in the selection or retention of subcontractors, and in the procurement of materials or rental of equipment. The City may cancel, terminate or suspend the contract in whole or in part for any violation of this paragraph
TAXES: / Purchases made by the City are exempt from the payment of Federal excise tax and the payment of Commonwealth of Massachusetts sales tax (except for gasoline) and any such taxes must not be included in the bid prices.
QUANTITIES: / Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. The City reserves the right to purchase the commodity(ies) specified in any amount less than the estimated amount.
BID PRICES: / Bid prices shall include transportation and delivery charges fully prepaid to the City of Cambridge destination. Where the unit price and the total price are at variance, the unit price will prevail.
DELIVERY AND
PACKAGING: / Deliveries must be made in such quantities as called for in the purchase order and in the manufacturer's original packages. All deliveries must be “inside” delivery with no assistance from City personnel. Tailgate deliveries will not be accepted. Rejected material will be returned to the vendor at the vendor's expense.
MODIFICATION OF BIDS: / Prior to bid opening, a bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope indicating that it contains a modification or correction of the original bid submitted for the particular commodity and indicating the time and date of the bid opening.
REJECTION OF
BIDS: / The City reserves the right to reject any and all bids if it is in best interest of the City to do so.
AWARD OF CONTRACT: / Contract(s) will be awarded within forty-five days of the bid opening unless award date is extended by consent of all parties concerned.
INDEMNITY: / Unless otherwise provided by law, the Contractor will indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property which the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or wilful misconduct by the Contractor, its agents, servants or employees
TERMINATION OF CONTRACT: / Except as otherwise provided in the Articles of Agreement, the City may terminate the contract upon seven days notice.
RECYCLING POLICY: / In accordance with the City’s recycling policy, these bid pages are printed on both sides.
MATERIAL SAFETY DATA SHEETS: Pursuant to M.G.L. c. 111F, ss. 8, 9, and 10, any vendor who receives a contract resulting from this invitation agrees to submit a Material Safety Data Sheet for each toxic or hazardous substance or mixture containing such substance when deliveries are made. The vendor agrees to comply with all requirements set forth in the pertinent laws above.
.
City of Cambridge
Purchasing Department
The undersigned hereby proposes to furnish all the necessary labor, materials and transportation necessary to provide RELOCATION SERVICES TOMOVE THE CAMBRIDGE PUBLIC LIBRARY FROM 449 BROADWAY TO THE LONGFELLOW SCHOOL AT 359 BROADWAY, all in accordance with the attached specifications and following proposal schedule.
Prices must remain FIRM during the entire contract period. The contract period will commence upon the execution of the contract and end at the conclusion of the move and final payment. One award will be made to the lowest responsive, responsible bidder as a result of this bid.
PRE-BID CONFERENCE
The City strongly encourages all bidders to attend the pre- bid conference.The prebid conference and tour of facilities will be held on Monday, March 14, 2005.
Date: Monday, March 14, 2005
Time: 9:00 AM
Place:Cambridge Public Library
Sakey Hall / Conference Room, 449 Broadway
Cambridge, MA 02138
All questions must be submitted in writing and faxed to the Office of the Purchasing Agent no later than Friday, March 18, 2005. The fax number is 617-349-4008. Responses to written inquiries for clarifications will be distributed in writing by mail to all bidders.
The contract will be awarded within forty five days of the bid opening, unless award date is extended by consent of all parities concerned.
Prior to bid opening, a bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope with a notification on the envelope indicating that it contains a modification or correction of the original bid submitted for the particular commodity and indication the date and time of the bid opening.
A sample contract is attached hereto.
Note: In accordance with the City’s recycling policy these bid policy, these bid pages are printed on both sides.
PLEASE SUBMIT YOUR BID IN DUPLICATE.
Except as otherwise provided in Article V of the Articles of Agreement, the City may terminate the contract upon seven (7) days notice.
PERFORMANCE BOND
The successful bidder will be required to provide a Performance Bond by a company authorized to do business under the laws of the Commonwealth of Massachusetts and satisfactory to the Awarding Authority, equal to one hundred (100%) of the annual contract price before the signing of the contract. The premium on the bond shall be included in the base bid.
LIVING WAGE REQUIREMENTS
The City of Cambridge has a Living Wage Requirement that establishes minimum hourly rates for all Personnel that work on any City contract. The City of Cambridge’s Living Wage as of March 1, 2004 is $12.19 per hour. The Living Wage Requirements are attached.
IFB Table of Contents
1.0Introduction
2.0Scope of Project
3.0Required Services
4.0Invoices
5.0Quality Requirements
6.0 Bid Submissions
7.0Insurance Requirements
8.0Instructions to Bidders
9.0Price Proposal
Appendix AList of items not to be relocated
Appendix BBidding and Relocation Schedule
Appendix CCambridge Public Library Plans – Existing conditions
Appendix DDestination Longfellow – Floor plans
American with Disabilities
Living Wage Ordinance
Sample Contract
1.0 INTRODUCTION
1.1The Cambridge Public Library (CPL) is currently planning to relocate the entire contents of the main library
located at 449 Cambridge Street consisting of roughly 200,000 volumes of printed and audio-visual material, office systems and furniture, computers, furnishings, equipment, shelving, supplies and miscellaneous material and belongings. The library will move its operations to temporary quarters, at 359 Broadway, until the fall of 2007, when the construction of the new Cambridge Public Library will be completed.
1.2The types of materials and furnishings to be moved shall include but not be limited to approximately 185,000 hardbound and paperbound books, bound and unbound periodicals, maps, microfilms, audio and video recordings, compact disks, DVDs, tapes, video cassettes, film strips, reel films, archival and special collection material, government documents, pamphlet files, CDROM disks, floppy disks, material in the process of being mended or repaired, card catalog units including their contents, non-structural shelving units, furniture, computer equipment, audio/video equipment, artifacts and rarities from the Cambridge and Local History rooms, library and office (systems) furniture, six-foot lockers for personal effects, supplies, artwork and office contents.
1.3 The Project Director/ Move Coordinator (PDMC) will prepare and supply specific layouts for the old and new space prior to the move. These plans will detail the origins and destinations of all items to be moved.
1.4 It is the sole responsibility of the successful qualified library relocation vendor (Contractor) to make an accurate assessment of the entire contents of the library to be moved for the purposes of generating a proposal. Prospective Contractors will be given an opportunity to make a physical assessment during the scheduled site inspection that will follow the pre-bid conference scheduled for Monday, March 14.
2.0 SCOPE OF PROJECT
2.1The library will close its doors to the public on March 13th 2005. CPL staff will prepare for the largest part of the move to take place during the week of 18 through 22 April 2005. It is understood that the total move will take longer than one week – but it is essential to have the major move take place during this time period, since it is school vacation week and thereby giving the greatest free and safe access to and from both locations.
2.2The successful bidder / Contractor will be responsible to move all material, furnishings and equipment from the library at 449 Broadway and relocate them to designated spaces in the ground and first floors of the Longfellow school. Materiel to be relocated shall include but not be limited to those items described in paragraph 1.2 above and as further described herein below. Items for relocation will be labeled and keyed to locations/rooms identified on the drawings which are attached to this RFP’s Appendices C and D below.
2.3CPL staff will pack and unpack all contents of their desks, cabinets and files. The Contractor will be
responsible for relocating all items other than those that are opted to be moved by an individual staff person.
2.4The Contractor will be required to provide containers for all items, other than those specifically identified, to be packed and moved. CPL will rely on the expertise of the Contractor to estimate the number of containers needed.
2.5 Please note: There is only one elevator at each location. At the CPL there is no elevator access for the fourth stack level, the “Cambridge Room” (above the lobby and circulation desk), and/or the “Local History Room” (above Sakey Hall.) At the Longfellow school, there is full elevator access to both floors, but the elevator itself is relatively remote (~150’) from the new main stack area (the school’s gymnasium), and its location should be clearly understood by the prospective bidder. Please refer to the plans attached (Appendices C and D) to understand these access conditions. The Contractor may wish to construct temporary ramps, but must do so in consultation and cooperation with the PDMC and the appropriate city approving authority.
3.0 REQUIRED SERVICES
3.1The Contractor is responsible for all supervision, labor, materials, supplies and equipment required to perform all services contemplated under this contract in a workmanlike and expeditious manner following the schedule outlined in Appendix B.
3.2The PDMC will identify other key individuals as authorized relocation representatives. These persons will be available on site during move operations to facilitate the resolution of any questions that may arise in connection with any aspect of the move. Should some circumstance require the absence of the move coordinator, those designees will be authorized to act on his behalf.
3.3The Contractor is required to submit specific descriptions of the sequence and schedule of proposed relocation services. The number of days and hours of operation per day, using as a basis 7:00 am to 5:00 pm Monday through Friday, required to achieve this schedule should be specifically outlined in the proposal. Also outlined in the
proposal should be a description of the containers and methods to be used to pack and move all items. That description must be acceptable to the Director of Libraries and the PD/MC. The method to be used for labeling the collections should also be included, keeping in mind that marking materials must not cause permanent marking or defacement of the library collections, furnishings or equipment.
3.4Due to limitations of floor area and structural load capacity thereof, the entire collection of books will not be
shelved when we move to Longfellow. A number of less frequently circulated volumes will be put in storage and will be non-accessible during our stay at Longfellow. The Contractor is required to work with library staff to differentiate the books that will be stored from the books to be shelved, understanding that an integration of those volumes moved stored and acquired during our temporary stay is required when we return to the new library in 2007.
3.5The Contractor is responsible for and should describe the methods and materials to be used to provide
adequate protection for those items to be moved as well as the doors, walls, floors, elevators, etc. of both the
main library and the Longfellow school.
3.6All work is subject to ongoing inspection and review by the PDMC. Upon notice by the Contractor that the work is complete, and before acceptance and payment, the PDMC will make a final inspection and note any deficiencies. All deficiencies, including site clean up at both CPL and Longfellow must be corrected and signed off by the PDMC prior to final payment for the relocation. It is expected that the relocation will be totally complete within 90-days from the city’s contract award date.
3.7No library personnel will be involved in the physical aspects of moving, except the packing of contents of their desks, files, and personal property unless so noted.
3.8The Contractor shall use his best efforts to retain the same project manager, supervisors and workers on the project from its start to its completion to assure maximum efficiency and quality of the move. Should the PDMC request replacement of any of the Contractor staff for just cause, it will be done immediately or not later than 24 hours.
3.9During move operations, the Contractor shall have, to the extent possible, the primary right of access to the loading areas and elevators available please refer to note 2.5 above.)
3.10A premove meeting between the successful bidder and the PDMC and library staff is scheduled for 9:00 am,Monday, April 4, 2005, prior to the commencement of the move. At this time the Contractor’s plan for performing the work will be reviewed.
3.11The Contractor is responsible for keeping the move sites clean at all times. The Contractor’s staff and any of their subcontractors will refrain from smoking, eating, or drinking on the premises of either location unless in areas specifically designated by the project director.
3.12 When the move is complete, the Contractor is responsible to remove and dispose of all of his property, equipment, containers, supplies and debris from both of the move sites.
4.0INVOICESAll invoices shall be mailed to:
Relocation Project Director
Cambridge Public Library
449 Broadway, Cambridge , MA 02138
Attn: Alan R. Burne
Telephone 617-349-4438
5.0QUALITY REQUIREMENTS
The City of Cambridge will reject any bid that does not meet these Quality Requirements. A “ NO” response or a failure to respond to any of the following will result in a rejection of your proposal. Please circle Yes or No for each of the following:
1. The Contractor has successfully provided at least five (5) Library relocations of similar size and scope performed in the past four (4) years.
Yes No
2. The Contractor has submitted with his/hers bid a description of the sequence and schedule of proposed relocation services as requested in Bid Submission number three. Yes No
3. The Contractor has furnished with its response to the Invitation for Bid (IFB) a description of the level and number of supervisory staff that will be assigned to this project, as well as a detailed description of designated project manager’s library relocation experience (Bid submission number four.)
YesNo
4. The Contract has provided methods of moving office furniture to insure protection from damage for all building doors, walls, floors and elevators, as well as the item being relocated (Bid submission number five.)