1. Gen: Do we stamp our bids when we receive them? Yes, bids are date and time stamped.

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1 Professional Library Mover Services RFP CML # Questions from Pre-Bid Conference and Facility Tour General: 1. Gen: Do we stamp our bids when we receive them? Yes, bids are date and time stamped. 2. Gen: Clarification on where the furniture is going versus where it is currently stored? The Library is still evaluating the options for purchasing additional furniture for the building. The Existing Furniture List is the list that was generated to confirm that we retained all needed pieces for the move back. Since the development of that list, the Library has been able to purchase some items and therefore, reducing the number of items on the list that will be moved back to the Main Library. As this process continues, we anticipate more items on the list will not need to be moved. For integrity sake, we ask all bidders to assume that all items on the Existing Furniture List will be moved back to the Main Library. Should Columbus Metropolitan Library purchase additional furniture items and installation of those items are shifted to the new furniture vendor; then these items will be moved from Storage to the Warehouse as Surplus. Each item on the Existing Furniture List has a label with a tag number that corresponds to the tag number on the Existing Furniture List, the tag number listed in the Furniture Schedules lists on the Move Detail Plans, as well as the label associated with the item on the floor plan. 3. Gen: When will the list of Surplus Furniture be available to review? The Library is still evaluating the options for purchasing additional furniture for the building. We anticipate all decisions will be complete and Surplus items identified by early March, Gen: Can the Library supply which the appropriate PW rate wage schedule for installers and electricians? Current prevailing wage rates are maintained and monitored by the Ohio Department of Commerce. The website is and you must have a log in to enter this website. When rates are increased, and you have provided the state with your contact information, you are notified of the rate changes. The trades that are listed by the State are also on this website, as well as a link for additional information to confirm which trade union to use for scope of work to be performed. 5. Gen: Can Moving contractor work 7 days per week in order to complete scope? Move contractors may work any shift, 7 days a week as long as there is CML supervision. 6. Gen: For items moved that are wall attached will that need to be at a prevailing wage rate? For minor office accessories that require minimal skill to remove and hang, such as dry erase board, bulletin board, etc.; prevailing wage rates are not required.

2 7. Gen: Will movers need to reconnect all technology once moved? The moving contractor will be responsible for unplugging, packing, relocation, and unpacking of all computers and related equipment (computers, printers, faxes, telephones, keyboards, computer mice, speakers, etc.) Columbus Metropolitan Library IT staff will reconnect the equipment. 8. Gen: Are the moving contractors required to attend the pre-proposal conference prior to submitting their bid? Moving contractors are strongly encouraged to attend the pre-proposal conference, but not required. It will be up to the contractors to develop their estimates on this scope. The Columbus Metropolitan Library will confirm that the potential winning bidder understands all aspects of this scope prior to recommending the award. Any scope that has been disclosed during through the details of the RFP, the materials distributed, and the site visits; yet not included in the moving contractor s proposals will be the contractor s liability. 9. Gen: Who should questions be sent to during the bidding period? All questions during the bidding period are to be addressed to purchasing@columbuslibrary.org. 10. Gen: Is moving contractor required to remove packing material? The move contractor is responsible for removing all packing materials, including the packing materials for items that are currently in Storage. 11. Gen: Parking available for moving contractor team during move-in? The move contractor may use the parking garage at the Main Library during the move in for their move team. 12. Gen: Who will issue the purchase orders for the copiers, scanners, and printer moves? The Columbus Metropolitan Library will issue the purchase orders for the following items: Konica Minolta- Copier in Marketing Print Room Atiz-Scanner in LH&G Graphic Associates- Cutter in the Operations Center Com Doc-All copiers throughout the CML system The moving contractor will need to coordinate with these vendors to move this equipment when the associated areas move. 13. Gen: General Comment: At all locations, there are support materials that will need to be returned to Main that is not listed on the Existing Furniture List. This includes, book carts, foot stools, wastebaskets, etc. Typical library support tools used as part of the library operation.

3 14. Gen: Schedule Comment: Exact move sequence is still being confirmed but will begin moving as early as April 18 th and complete by July 10 th. Once successful bidder is awarded this project, the move contractor will work closely with the Library to develop this schedule in detail. 15. Gen: Approach for determining move quantities: Assume all items seen will be a Surplus move, deduct items from this total that comprise the Existing Furniture List to calculate the volume of Surplus that will need to be moved. Everything will be moved; either to Main or the Warehouse for Surplus. 16. Gen: Can Library include a color coded map of Main indicating the occupancy and move-in start by area? Attached Main Library: 17. Main: Will new furniture be installed prior to existing furniture? The new furniture is currently being ordered and the installation plans are still being developed, but it is our intent to have new furniture in place, prior to delivery and installation of the existing furniture pieces, for which the move contractor will be responsible. 18. Main: Will the shelving installation be part of this bid? No, the shelving will be installed by another party and not part of this proposal. 19. Main: Will the moving contractor need to install bookends or will the shelving contractor? Shelving contractor will install. 20. Main: What type of bookends will be installed? Metal with cork bottoms. 21. Main: Explain how furniture is marked in relationship to drawings? Each item on the Existing Furniture List has a label with a tag number that corresponds to the tag number on the Existing Furniture List, the tag number listed in the Furniture Schedules lists on the Move Detail Plans, as well as the label associated with the item on the floor plan. 22. Main: Where is the Carnegie? The Carnegie is the original Main Library building that is designated by a darker line weight on the Main Floor plans and is on the west side of the existing structure. 23. Main: Additional contact information for the Cutter moving vendor? Graphic Associates, Inc. and their contact information is graphicassociates.com, or This unit was moved by their representative, Robert Kline.

4 24. Main: Does Move vendor hire the cutter mover? No, Columbus Metropolitan Library will hire the vendor, but the moving contractor will need to coordinate with the cutter mover. The cutter mover will move the unit and recalibrate the blades. 25. Main: Does Move vendor hire the electrician to disconnect and reconnect the power whip for the cutter? Yes, the move vendor should hire the electrician to have control of the coordination effort between the disconnecting and reconnecting of the power whip and the move. The unit will need to be powered before the blades can be calibrated. In order to minimize costs and number of trip charges the cutter mover needs to make, all of these activities need to occur in tandem on the same day. 26. Main: Is the labor for the electrician to disconnect and reconnect the power whip considered at prevailing wage rates? Yes, the electrician qualifies for prevailing wage rates. 27. Main: How will bidders know where furniture on the Existing Furniture List will be placed in Main? Each item on the Existing Furniture List has a label with a tag number that corresponds to the tag number on the Existing Furniture List, the tag number listed in the Furniture Schedules lists on the Move Detail Plans, as well as the label associated with the item on the floor plan. 28. Main: Confirm final location for the cutter; in Marketing Print Area or a room in the basement? This will be moved into the basement, B013A, a room that is directly across from the elevators near the dock. 29. Main: Confirm dock door clearance height at Main Library? The exterior dock door is 14 and the interior dock bay into the hallway at dock bay #1 is 8 high. 30. Main: General Comment: Safety equipment for movers to be provided by moving vendor. Operations Center: 31. Operations Center: Number of occupants in the Info Line space? 20 staff and 5 managers 32. Operations Center: Will the Info Line cubicles be set up in Main? The Info Line space in the Main Library, 3055, will have existing cubicle furniture installed that will be pulled from storage. This furniture will be installed by the move contractor. The cubicle furniture that Info Line is using now at the Operations Center will be sent to Surplus. Using

5 cubicle furniture from storage will help expedite the Info Line move and assist with logistics and the short window of time available for their move. 33. Operations Center: Will wall attached items in the office area for Info Line remain? The wall attached items that are in the support offices across from the call center, will remain in the offices. Collections: 34. Collections: How many pallets of books are at the Commercial Works Warehouse? 110 pallets 35. Collections: At what point will Move vendor take custody of the collection from Commercial Works? Pending a response from Commercial Works. 36. Collections: Will Commercial Works load onto Moving Contractor s truck or just to their dock? Pending a response from Commercial Works. 37. Collections: Clarify staff s role in assisting with shelving the collection? Staff will shelve the items coming from Technical Services. They will be available to answer questions about shelving. 38. Collections: Since the collection amounts have shifted to 45% or 90,000; will staff still shelve this group of items? Staff will shelve items coming from Technical Services. Movers will shelve items coming from Long Term Storage (stored at Commercial Works), the Closed Stack area and coming from LH&G/Whitehall. There are approximately 121,750 items in LTS, 32,000 in Closed Stacks and 51,500 items at LH&G. 39. Collections: When picking up the 90,000 items from Technical Services at the Operations Center, how will the books be packaged: boxed, stacked, and palletized? Correction to number of items to be picked up: approximately 54,750 items will be picked up from Technical Services. These items will be boxed, stacked on pallets and wrapped in plastic. 40. Collections: How many pallets from Technical Services? We are estimating pallets. 41. Collections: Who will be responsible for shelf reading? CML Staff

6 42. Collections: When the portion of the collection that is stored at Commercial Works was packed, was it boxed, stacked, and palletized? a) Were the items boxed by shelf and in order? They were boxed by shelf but are not in strict Dewey or alphabetical order b) Were the items stacked and palletized by category and range? Yes c) How many boxes will need to be moved as part of the Stored Collection? 1320 boxes d) How many pallets will need to be picked up at Commercial Works Warehouse? 110 pallets e) How were the boxes labeled or tagged; by category /# (Fiction/ Box 1) or by Call #? By category and box number f) Can the move vendor have the list of categories used for packing? CML can create one prior to move-in 43. Collections: Will book carts be available to assist with the sorting process for the collection? Yes, book carts will be available. 44. Collections: Confirm number of flat files moving from the Closed Stacks room to other areas? 6 files of 5 drawers each 45. Main, Closed Stacks: Moving books by group (shelf by shelf) or pulled, sorted and re-shelved (book by book). By group (shelf by shelf). We estimate that 32,000 items will be moved from the Closed Stacks to the 3 rd floor. Brookhaven: 46. Brookhaven: Will the carpet tiles need to be moved? No, the carpet tiles will not move as part of this contract. Jerry Hammond Center: 47. Jerry Hammond Center: For the four cubicles at the front of the suite, should the disassembly be classified as prevailing wage rate? Yes, any cubicle moves will be considered eligible for prevailing wage rates. Local History and Genealogy: 48. Local History and Genealogy: Will we want to remove the shelving from LHG when we move out of the building?

7 Only 10% of the shelving in the building will be disassembled and taken to Warehouse. This would be a prevailing wage task. 49. Local History and Genealogy: Shelving removal at PW rate? Yes 50. Local History and Genealogy: Who will move the Atiz scanner? Columbus Metropolitan Library will write the purchase order for Atiz to disassemble/reassemble and then recalibrate the unit. The move contractor will move the unit from Local History and Genealogy to Main Library, Beery School: 51. Beery School: Who will pack the books on the shelves in the School Delivery area? Staff will pack the books. 52. Beery School: Will packing material need to be provided for the books at School Delivery? Move contractor will need to provide packing materials for the books. 53. Beery School: Will items be clearly identified Surplus prior to the move, so items do not end up at the wrong location? Yes, Columbus Metropolitan Library will begin labeling all pieces of Surplus furniture once all new furniture pieces have been determined. Supplemental Items passed out during pre-proposal conference: Sign-in sheet Pre-proposal Agenda Existing Furniture List Main Floor Plans Main Detailed Plans by area Collections: Quantity Changes: Total 260,000 items including LH&G Long Term Storage: 47% or 121,750 items Closed Stacks: 12% or 32,000 Technical Services: 21% or 54,750 items Local History and Genealogy: 20% or 51,500 items Questions received via

8 54. Collections: How are volumes packed in boxes? Do they maintain exact order (packed as they lived) or will each box of materials have to be ordered by mover as they are put on shelf? Items were placed in order by shelf but packers also added books at the top so we anticipate that the movers will need to do some ordering as they unpack. 55. Collections: Are boxes marked with collection/call # s on outside or what system was used to maintain order and control of packed inventory? Do you have a sample? By category and box number. 56. Collections: Were preliminary measurements made of the collections before packing and what system was used and how is it recorded? Do you have a sample of record? Measurements were not made of the collection before packing. However we do know how many items will be returning and how they will be shelved. 57. Collections: How are shelves to be marked as it pertains to collection placement and/or box identification? Shelves will be marked with the beginning and end of Dewey Decimal decades with signs or post its. Shelves will be marked with letter of the alphabet for Fiction. 58. Collections: Are the items to be picked up at Tech Center currently in order on shelves or boxed? They are boxed and palletized. 59. Collections: How many shelves of collections materials to be moved for the LH&G? Will this be a shelf to shelf move or a new arrangement? 2,944 shelves. New arrangement. 60. Old Driving Park: Will the art work be placed in a central location in Main to be distributed/hung at a later date or will mover need to hang/place art work? The art will be moved to a room in the basement of Main for storage. 61. General: Who is responsible for reassemble/reconnect of computers and other electronics? If the movers- to what extent? The moving contractor will be responsible for unplugging, packing, relocation, and unpacking of all computers and related equipment (computers, printers, faxes, telephones, keyboards, computer mice, speakers, etc.) Columbus Metropolitan Library IT staff will reconnect the equipment. 62. General Schedule: How many phases (with intervals of no work) is currently projected for this project (we note at least 4 for Beery School property)? Schedule is based on a number of factors pertaining to the construction timeline and when the Library can sustain a loss of service for a particular division for department relocation.

9 63. General Schedule: Will the move-in phasing be determined by what area in Main Library is complete at any time? Do you have a construction completion timeline available to help us devise a tentative plan? Can it be keyed to your move breakdown in RFP? Attached 64. General: Who performed the original move out? We worked with multiple vendors for the move out including: Commercial Works Andrews Moving and Storage Accelerated Moving and Storage The Bradley Company Myers Machinery Movers Library Design Associates RSFi Diamond Hauling Johnson Safe Company Chesshir Glass Konica Minolta Xerox Atiz Graphic Associates CML s internal Maintenance, Custodial, and Moving teams 65. General: Would you provide appropriate prevailing wage rates per category as it applies to your project, so we are all on the same page cost wise? Current prevailing wage rates are maintained and monitored by the Ohio Department of Commerce. The website is and you must have a log in to enter this website. When rates are increased, and you have provided the state with your contact information, you are notified of the rate changes. 66. General: Will you be supplying electronic version of FF&E lists? How are stored items currently tagged/identified? Yes, we can provide the lists electronically. The Existing Furniture List is part of this addendum and the electronic version can be given to the winning bidder. The Main Library Surplus Furniture List is still being compiled, but will be available electronically once it is complete. 67. Could you elaborate on your request for a communication plan? Once a successful bidder is awarded this project, the move contractor will work closely with the Library to develop the move schedule in detail. Once the detailed move schedule has been developed, it will need to be shared with the rest of the Library staff, Turner Construction, and other move contractors that you will need to coordinate your efforts with. In addition, as part

10 of each move, communications will need to the Department heads alerting them of their upcoming move and your requirements for preparing for that move. The communication plan refers to your strategy for communicating this to others at a high level to a global audience; then again in detail at a department level, as well as any tools, such as a Gantt chart or calendar to effective communicate this information to others. What communication tools and strategy would you use for a move of this scale? 68. Collections: How many boxes of collection materials at each location? Long Term Storage: 47% or 121,750 items or 1320 large boxes on 110 pallets Closed Stacks: 12% or 32,000; not boxed Technical Services: 21% or 54,750 items or 3000 small boxes (20 x x 5.75 ) on pallets Local History and Genealogy: 20% or 51,500 items; not boxed 69. Collections: Do the items being boxed at Technical Services get integrated book by book into the overall collection? Staff will shelve. 70. Collections: Can you provide a list of what is in each box that is packed? Or how many boxes make up fiction for example? No, we did not maintain that information. 71. Beery School: Why does the furniture at Beery School need to be moved in 4 phases? Schedule is based on a number of factors pertaining to the construction timeline and when the Library can sustain a loss of service for a particular division for department relocation. 72. Why does the Library admin staff needs to be moved in 2 phases? Schedule is based on a number of factors pertaining to the construction timeline and when the Library can sustain a loss of service for a particular division for department relocation. 73. Why does Genealogy need to be moved in 2 phases? Schedule is based on a number of factors pertaining to the construction timeline and when the Library can sustain a loss of service for a particular division for a department relocation. 74. What are the start and finish dates for each floor for shelving assembly by Library Design? See attached color coded plan.

11 75. On the existing furniture schedule you have the following listed: Bsmt-ES01 Level 2 ES2049, 2051A, 2052 Level 3-ES, ES2051, ES-7-1 Do we disassemble, relocate, and reassemble this shelving? No, all shelving to be completed by Library Designs.