15Q0467_EURRC_SOW_Shelving_ _Re-shelving_of_Materials.pdf

Statement of Work Moving LRC Collections to New Metal Shelves and Discard

INTRODUCTION

A. Background Information

The Learning Resource Center (LRC) will begin a major book and journal re-shelving project in order to accommodate the Innovation Cell installation on the third floor of the LRC. Concurrent with these renovations will be the creation of an area for the University Archives on the third floor, next to the Innovation Cell.

On the second floor, approximately 85% (~1,400 shelves of material) of the second floor periodical volumes will be discarded by the contractor. The LRC will provide the contractor with a title list of materials to be removed. Materials not removed shall be stored on-site by the contractor in a space designated by the LRC, preserving the original sequence of titles. All existing wooden shelving (approximately 227 double-facing stacks and 11 single-facing stacks) will be disassembled and removed either to a dumpster or to a location specified by the University’s Property Department. New shelving, approximately 119 double-faced, 12-shelf metal shelving units, measuring 78” tall and with each shelf at least 12” deep, will be installed.

Shelves must have powder or baked enamel coatings. Shelving must be installed per manufacturer guidelines, including securing the shelving units to the floor. The remaining materials from the second and third floor (see below) will be moved onto the new metal shelving on the second floor, precisely per library directions and preserving their original sequence, at a 90% fill ratio.

On the third floor, all existing wooden shelving will be disassembled and removed either to a dumpster or to a location specified by the University’s Property Department (approximately 81 double-sided units and 30 single sections). All third floor books (approximately 23,000 items) will be shifted and re-shelved on the second floor of the LRC. On the third floor, 45 double-faced, 14-shelf metal shelving units, measuring 90” tall and with shelves at least 12” deep, will be installed.

Shelving must be installed per manufacturer guidelines, including securing the shelving units to the floor.

The collection materials to be moved include books, bound and unbound journals and microform.

B. Project Scope

LRC will provide the successful contractor with a detailed collection layout plan for the locations of materials to be moved on the 2nd floor. Figure 1, below, provides a general impression of the LRC’s current collection layout. Figure 2, below, is a generalized, non-specific projection of the layout following the removal of wooden shelving and replacement with metal shelving. The LRC will provide a detailed list of titles and date ranges to be discarded and an updated layout for shelving following preliminary construction on the third floor.

The contractor shall remove all marked materials from their present shelves and dispose of them offsite. A driveway adjacent to the LRC will be made available for the placement of a dumpster and, with the permission of the University Safety Officer, a chute may be constructed from the 2nd Floor of the LRC to the dumpster. The chute must be constructed to avoid damage to plantings on the second floor balcony. If a chute is not approved, the contractor is responsible for carting materials to the dumpster and emptying and removing the dumpster. All of the remaining journals will be shifted eastwards (towards the beginning of the collection), and kept in the same order. As wooden shelves in the west end are cleared, they will be moved to the center area, to be disposed of. The contractor shall dismantle and remove all wooden shelving.

Fig. 1: Current arrangement of the LRC’s collection

Fig. 2: Non-specific projection of new shelving arrangement

C. Required Services and Tasks

1. General Statement of Responsibility. The contractor is responsible for all supervision and labor, materials, supplies and equipment to execute all services discussed in this RFQ. All work shall be performed in a professional and timely manner.

2. Time Frame

a) The specific start date for the move is unknown at this time. Approximate start date is August/September 2015.

b) Hours of operation of LRC: Monday through Thursday 6:00am — 10:45pm, Friday

6:00am – 4:45pm, Saturday 9:00am – 4:45pm, Sunday Noon to 10:45pm. LRC staff members will be available during open hours; however, no work will take place on weekends.

c) The contractor shall not work on the premises on Federal holidays.

3. Packing and Moving Methods. The contractor will insure that all materials being shifted will be handled with due care.

4. Involvement of LRC Staff: The primary contact person for this project will be the Project Officer, and other LRC staff as necessary.

Contractor Staff:

a) The contractor shall name the Project Manager to have overall responsibility for the moves and communication with LRC through the Project Officer. The contractor's Project Manager shall be onsite for the entire duration of the project and shall direct all work.

b) The contractor shall include the number of personnel expected for the duration of the project.

c) While at any USU or NSA-Bethesda, the contractor's personnel shall comply with all reasonable requests, standard rules, and regulations of USU and NSA-Bethesda regarding personal and professional conduct, including without limitation any security or privacy requirements, and shall otherwise conduct themselves in a professional and business-like manner.

d) Loading Dock Access is on the Ground Floor: Contractor's use of the Loading Dock must be arranged in advance with the Project Officer and USU Facilities Office.

e) Elevator Access: The LRC will provide a key for the elevator. In the event of the loss of the elevator key by the contactor, the contractor will be responsible for the replacement cost.

5. Provide Shelving

a) The contractor shall purchase new shelving that meets the following specifications:

a. Second Floor: 119 Double-Faced, 12-shelf Metal Shelving Units, measuring 78” tall and with each shelf at least 12” deep. Shelves must have powder or baked enamel coatings or consist or anodized aluminum. Accompanying the shelves, the LRC requires 24” deep steel canopy tops to protect materials from leaks and dust and 78” high by 24” wide steel end panels which will add stability and strength to rows of shelves. Examples of these shelves are Estey Double-faced flat steel shelving (item # WF14174640) from Brodart.

b. Third Floor: 45 Double-Faced 14-shelf Metal Shelving Units, measuring 90” tall and with each shelf at least 12” deep. Shelves must have powder or baked enamel coatings or consist of anodized aluminum.

Accompanying the shelves, the LRC requires 24” deep steel canopy tops to protect materials from leaks and dust and 90” high by 24” wide steel end panels which will add stability and strength to rows of shelves.

Examples of these shelves are Estey Double-faced flat steel shelving (item # WF14174640) from Brodart.

Special Handling Instructions for Collection Materials that are being shifted All Library materials must always be handled with due care to avoid irreparable damage or loss of text.

Except for oversized volumes, volumes should be placed on shelves in an upright position, spines facing out. After volumes have been retrieved or shelved, bookends should be adjusted so that the volumes are properly supported and will not lean. Volumes should not be shelved so tightly that damage to the spine results when they are retrieved from the shelf.

When volumes are removed from the shelves, each item should be grasped by the middle of the spine, not pulled by the headcap (the top of the spine) where they are most susceptible to damage.

Use bookends on all shelves that are not completely filled. Ask the Project Officer for any additional bookends that are required to keep library materials from falling over while on the shelf. Use bookends on book trucks that are not completely filled with volumes to prevent items from falling over or off the book trucks.

Step stools should always be used whenever necessary to retrieve or shelve material on the higher shelves. Never step on or climb on the shelving because serious injury could result, and the shelves could bend or break causing damage to collection materials.