CCPL IFB# 27-040 ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING.pdf

CCPL IFB# 27-040

July 27, 2026

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

INVITATION FOR BID

#27-040

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

In preparation of the Elkton renovation project, the Cecil County Public Library is seeking price proposals from qualified moving and storage companies that specialize in library relocation; to pack, store and reshelve the Elkton Branch Library collection.

The project scope includes boxing up approximately 50,000 items, providing conditioned and insured storage space for the collection during construction and returning to shelve the collection.

A pre-bid meeting will not be held.

Bids may be submitted electronically to purchasing@cecilcountylibrary.org no later than 2:00 p.m. August 3rd, 2026. Email subject line must include “CCPL Bid #27-040”.

Bids may also be dropped off no later than 2:00 p.m. August 3rd, 2026, at the North East Branch Library, 485 Mauldin Avenue, North East, MD 21901. The Contractor/Firm name and CCPL Bid #27-040 must be clearly referenced on the sealed bid package envelope

A public bid opening will be held at 2:30 pm August 3rd, 2026, at the North East Branch Library.

NOTICE TO BIDDERS All parties interested in submitting a Bid to complete the work detailed and specified for this project, must thoroughly review, and properly complete all forms provided in the proposal form packet. Failure to complete such forms may result in rejection of the Bid. CCPL reserves the right to reject any or all Bids containing bidding irregularities.

mailto:purchasing%40cecilcountylibrary.org?subject=CCPL%20Bid%20%2327-040

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

GENERAL BIDDING CONDITIONS and REQUIREMENTS

Definitions Responsible Bidder: Bidder or offeror who has the capability in all respects to perform fully the contract requirements, and the experience, integrity, perseverance, reliability, capacity, facilities, equipment, and credit which will assure good faith performance.

Responsive Bidder: Is a vendor who has submitted a bid, which conforms in all material respects to the requirements stated in the proposal.

Contractor: Is the bidder or offeror who is awarded the Contract pursuant to this invitation for bid.

Inquiries All inquiries, questions, etc. concerning this IFB shall be emailed to:

purchasing@cecilcountylibrary.org

The deadline for all inquiries is 5:00 p.m., July 29th , 2026.

Bid Submission Requirements Bids may be submitted electronically to purchasing@cecilcountylibrary.org no later than 2:00 p.m., August 3rd 2026. Email subject line must include “CCPL Bid #27-040”. The electronic mail date and time will serve as verification of the submittal requirement.

Bidders are strongly encouraged not to wait until the last minute to send bids.

Bids may also be dropped off no later than 2:00 p.m., August 3rd 2026, at the North East Branch Library, 485 Mauldin Avenue, North East, MD 21901. The Contractor/Firm name and CCPL Bid #24-044 must be clearly referenced on the sealed bid package envelope.

Bids will be manually stamped with date and time upon receipt. Late bids will not be considered.

Bidder’s Responsibility Before submitting proposal prospective vendor shall carefully examine the proposed contract Documents, inspect the site of proposed installations, acquaint themselves with all governing laws, ordinances, etc. and otherwise thoroughly familiarize themselves with all matters which may affect the performance of the work. The act of submitting a proposal shall be considered as meaning that the vendor has so familiarized themselves and, therefore, no concession will be granted by the Cecil County Public Library because of any claim of misunderstanding or lack of information.

Vendors are expected to read and study all specifications with special care and to observe all their requirements.

It shall be the bidder’s responsibility to schedule and coordinate all work to be performed under this Contract to insure continuous and smooth operations of the work.

mailto:purchasing%40cecilcountylibrary.org%20?subject= mailto:purchasing%40cecilcountylibrary.org?subject=CCPL%20Bid%20%2327-040

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

The Scope of Work is intended to cover the complete project. It shall be distinctly understood that failure to mention any work, which would normally be required to complete the project, shall not relieve the bidder of their responsibility to perform such work.

The Elkton Branch will be closed to the public for these services. However, it is still the Bidders responsibility to make all necessary efforts to ensure staff and public safety while preforming their work.

The cost of preparing Bids is the responsibility of Bidders.

Bid Schedule

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

INSURANCE REQUIREMENTS

Worker’s Compensation and Employer’s Liability Insurance The Contractor shall take out and maintain during the life of the Contract the Statutory Worker’s Compensation and Employer’s Liability Insurance for all of their employees to be engaged in work on the project under the Contract.

In case any portion of the project is sublet, the Contractor shall require all of the sub-contractors similarly to take out and maintain during the entire life of the Contract the Statutory Worker’s Compensation and Employer’s Liability Insurance for all of their employees to be engaged in work in the project under the Contract.

The Contractor and the sub-contractor shall not begin work until the Contractor has provided evidence that insurance of the above nature is in full force and effect (receipt of Certificate of Insurance naming the Cecil County Public Library as an “Additional Insured”).

Bodily Injury, Liability and Property Damage Liability Insurance The Contractor shall take out and maintain during the life of the Contract, Bodily Injury Liability and Property Damage Liability Insurance to protect him and any sub-contractor performing work covered by the Contract from claims for damages for personal injury, including accidental death, as well as claims for property damage, which may arise from operations under the Contract, whether such operations be by themselves or by any sub- contractor or by anyone directly or indirectly employed by either of them and the amount of such insurance shall not be less than amounts shown in the following chart:

All contractors performing services for the Cecil County Public Library are required to provide notification of Certificate of Insurance cancellation 30 – 60 days prior to cancellation.

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

CONTRACT FOR SERVICE – GENERAL REQUIREMENTS

Method of Award Cecil County Public Library reserves the right to a reject any and all bids.

The Contract shall be awarded or rejected within 30 days from the date of opening proposals.

If the vendor to whom an award is made shall fail to execute the Contract in the specified time, the award may be annulled and the Contract awarded to the second selected Proposer or the Library may reject the entire proposal as their interest may require.

Basis of Award The Contract may be awarded to the lowest responsive and responsible bidder whose bid complies with all the requirements prescribed and considered Best Value to the Library as interpreted by the review committee. In acceptance of the bid, the Library will be guided by consideration of the interests of the public and the Library shall be under no obligation to accept the lowest bid.

Bids may be rejected if they show any omissions, alterations of form, additions not called for, conditional or alternate bids, or irregularities of any kind. To ensure fair competition and to permit a determination of the lowest Proposer, unresponsive proposal or proposal obviously unbalanced may be rejected.

Method of Purchase and Payment A Purchase Order will be issued upon award. All payments will be net 30 upon receipt of approved invoices.

Scope of Service The project scope includes the packing, transport, storage, and reshelving of approximately 50,000 items, the majority are books for Adults and Children (44,500) the balance are CD Books (500) and DVDs (4,000). The collection will need to be stored in a climate-controlled facility during the Elkton renovations, up to 18 months.

Packing is to begin September 8th, 2026. We will notify the vendor of the date we would like the collection to return for reshelving of all the stored items. The shelving collection map will be available before and upon your return.

Failure on the part of the Cecil County Public Library to specifically name or describe an activity herein does not relieve the vendor(s) of the responsibility to complete the project in accordance with the standards of acceptable and responsible practices.

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

Site Overview

A brief overview and photos of the site are included for your convenience.

The Elkton Branch Library is located at 301 Newark Ave, Elkton, MD, 21921.

Image depicts the front (North East) face of the Elkton Branch Library.

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

The front entrance of the space faces North East. It is large enough to accommodate pallets. Note the overhang above the front entrance.

Image depicts the front entryway of the Elkton Branch Library, as viewed from the South East side.

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

Image depicts the front doors of the Elkton Branch Library, as viewed from the front of the building

Image depicts the front doors of the Elkton Branch Library, as viewed from inside of the building

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

Image depicts the view inside of the Elkton Branch Library from the front entrance of the building.

The collection within the Library is subdivided into three major sections: The Adult Services Section, the Teen Section, and the Children’s section.

Image depicts the start of the collection. The Teen Collection is to the left, the Adult Collection is in the forefront and the back, and the Children’s Collection is behind the doors to the right

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

Image depicts a closer view of one side of the Adult Services Collection

Image depicts the opposite side of the Adult Services Collection from the previous image, including part of the CD Book Collection

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

Image depicts part of the Children’s Collection

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

BIDDERS CHECKLIST

The following is a checklist to assist the contractor in verifying all required information is provided at the Bid Opening. It remains the contractor’s responsibility to ensure all information is complete and attached, including information, which may not be listed on this checklist. Any information missing at the time of the bid opening may result in rejection of the bid proposal. No proposals will be accepted after the designated bid opening time.

Note the following:

1. A Certificate of Insurance naming Cecil County Public Library as an additional insured and showing all information required as indicated herein shall be provided upon request.

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

ATTACHMENT 1

BID FORM

CCPL BID #27-040

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND

RESHELVING

TO: Cecil County Public Library 485 Mauldin Ave North East MD 21901

I/We of Name of Contractor Name of Company

The undersigned, having carefully examined the Contract Documents, having visited the site and examined all conditions affecting the work, and having received clarification of all items of doubt, and all addendums listed below, uncertainty or possible conflict, the undersigned hereby agrees to furnish all plant, labor, materials, supplies, equipment, tools, transportation, permits, services and other facilities necessary for the #27-040 ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING as required in strict accordance with the contract documents and all applicable local, state and federal regulations as follows:

Price to Pack and Transport 50,000 items: $

Monthly Storage Rate (Per Month): $

Price to Return and Shelve all Items: $

Miscellaneous Fees: $

Authorized Signature Date

END OF BID FORM

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

ATTACHMENT 2

REFERENCES

List below the company, contract person, and telephone number for three projects of a similar nature completed by your firm for Libraries within the last two years.

Company Name

Contact Person Telephone

Description of Project Performed:

Company Name

Contact Person Telephone

Description of Project Performed:

Company Name

Contact Person Telephone

Description of Project Performed:

END OF REFERENCES

ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING

ATTACHMENT 3

INDEMNITY/HOLD HARMLESS AGREEMENT

Cecil County Public Library 485 Mauldin Ave.

North East, MD 21901

To the fullest extent permitted by law, the undersigned Organization agrees to indemnify and hold Cecil County Public Library, its appointed officials, employees, and volunteers, and others working on behalf of Cecil County Public Library, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of the Organization, or anyone acting on its behalf in connection with or incident to Invitation to Bid #27-040 ELKTON BRANCH LIBRARY COLLECTION PACKING, STORAGE, AND RESHELVING, except that the Organization shall not be responsible to Cecil County Public Library on indemnity for damages caused by or resulting from Cecil County Public Library sole negligence; and the Organization shall, at its own cost and expense, defend any such claims and any suit, action, or proceeding which may be recovered in any suit, action, or proceeding, and any and all expense including, but not limited to, cost, attorney’s fees and settlement expenses, which may be incurred therein.

Name of Organization:

Authorized Signature:

Address of Organization:

Phone: Date:

END OF INDEMNITY / HOLD HARMLESS AGREEMENT