Sun Prairie Move Management Bid FINAL.pdf

CITY OF SUN PRAIRIE

REQUEST FOR PROPOSALS

RFP# 25-LIB02

Sun Prairie Public Library Move Management

Date Issued: Wednesday, January 8, 2025

SUBMIT RFP TO

City of Sun Prairie

Finance Department

300 E Main St

Sun Prairie, WI 53590

SUBMISSION DEADLINE

Wednesday, January 29, 2025, 11:00 AM CST

TABLE OF CONTENT

I. NOTICE TO PROPOSERS

A. Summary

B. Important Dates

C. How to Submit a Proposal

D. Contact Information

E. Inquiries, Clarification & Exceptions

F. Addenda

G. Bid Distribution Networks

H. Local Vendor Preference

I. Oral Presentations/Site Visits/Meetings

J. Acceptance/Rejection/Withdrawal of Proposals

K. Public Record Law Compliance

L. Public Records Notice

M. Tax Exempt

N. Cooperative Purchasing

O. Terms of Contract

P. Cancellation/Termination of Contract

Q. Evaluation Process and Scoring

R. Insurance and Indemnification Requirements

II. DESCRIPTION OF RFP

I. NOTICE TO PROPOSERS

A. Summary

Sun Prairie Public Library is soliciting proposals from qualified vendors for Move

Management Services for the Sun Prairie Public Library’s Addition and Remodel Project. The library is looking for an experienced moving firm to coordinate and execute the moving and storing of the entire contents of the library including collections, shelving, files, office contents, furniture, computers, printers and office equipment and recycling and disposal of unused items. Vendors submitting proposals are required to read this Request for Proposals

“RFP” in its entirety and follow the instructions contained herein.

B. Important Dates

Deliver proposals no later than the due time and date indicated below. The City will reject late proposals:

Issue Date: Wednesday, January 8, 2025

Site Walk Through: Thursday January 16, 2025, 1:00PM

Questions Due Date: Tuesday, January 21, 2025

Answers Posted Date: Friday, January 24, 2025

Due Date: Wednesday, January 29, 2025, 11:00 AM CST

C. How to Submit a Proposal

Submit all required documentation in separate, sealed envelopes. Each envelope should be clearly marked as to the contents.

Hardcopy proposals typed and securely bound on 8.5 by 11-inch paper, portrait orientation.

Signature Affidavit (Form A): Six Copies

Receipt of Forms (Form B): Six Copies

Vendor Profile and Qualifications (Form C): Six Copies

References (Form D): Six Copies

Insurance and Indemnification (Form E): Six Copies

Sustainability Questionnaire (Form G): Six Copies

Cost Proposal (Form F): One Copy in separate sealed envelope

Printed Proposal: Six Copies (Cost separately)

All proposal costs are the expense of the proposer. The City will not consider illegible proposals. Elaborate proposals beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return the proposal and Forms A through G to City of Sun Prairie Finance

Department by Wednesday, January 29, 2025, 11:00 AM CST.

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 25-LIB02

Title: Sun Prairie Public Library Move Management

Due: Wednesday, January 29, 2025, 11:00 AM CST

Delivery of hard copies to: City of Sun Prairie Finance Department

300 East Main Street

Sun Prairie, WI. 53590

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third party delivery service, the outside of the packaging must be clearly marked with the RFP name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

D. Contact Information

Sarah Jansen WRID

FEH Design

1135 South 70th Street, Suite 301

Milwaukee, WI 53214

Phone: 414-220-9660 sarahjj@fehdesign.com

E. Inquiries, Clarification & Exceptions

Proposers are to raise any questions they have about the RFP document without delay.

Direct all questions, in writing, to the department contact listed above in section D.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the buyer and request clarification.

In the event that it is necessary to provide additional clarification or revision to the RFP, the

City will post addenda – see Addenda below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to bid terms, conditions, specifications and dates stated within the bid package. However, the City of Sun Prairie reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests.

F. Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the

City will post addenda to the same websites as the original distribution – see G below. It is the proposer’s responsibility to regularly monitor the websites for any such postings.

Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification. No oral, telephonic or telegraphic bids or modifications of the the bids will be entertained.

G. Bid Distribution Networks

The City of Sun Prairie posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the proposer’s responsibility to regularly monitor the bid distribution network for any such postings. Proposer’s failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City proposers.

o VendorNet System: State of Wisconsin and local agencies bid network. Registration is free.

Home Page: http://vendornet.state.wi.us/vendornet o DemandStar by Onvia: National bid network – Free subscription is available to access proposals from the City of Sun Prairie and other Wisconsin agencies participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Home Page: www.demandstar.com

To Register: www.onvia.com/WAPP

Bid Opportunities: http://www.cityofsunprairie.com/504/Bid-Opportunities

H. Local Vendor Preference

The City of Sun Prairie has included a local vendor preference granting a scoring preference to local suppliers. The “local area” is defined as a physical address where the entity does business within the City of Sun Prairie. United States Post Office boxes or other private postal boxes are insufficient to satisfy the requirements of this section.

Exemptions and limitations may apply. Due to state law, buy local preference may not apply to public works projects. Due to federal restrictions, federally funded programs are also exempt.

Exemptions will also be made for emergencies, sole source purchases, cooperative purchasing agreements and cases in which a local vendor is not qualified as determined by City staff. If it is determined by City staff that a vendor has misrepresented its local status, it will be ineligible to receive preference.

I. Oral Presentations/Site Visits/Meetings

A pre-Bid Meeting/Tour for interested bidders will be on 16 January 2025 at 1:00PM local time at 1350 Linnerud Drive, Sun Prairie, WI 53590 in the Community Room. A walk-through tour will follow. Attendance is strongly encouraged. Proposers may be asked to attend additional meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFP process. All presentations, meetings or site visits will be at the proposer’s expense.

J. Acceptance/Rejection/Withdrawal of Proposals

The City 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 City’s discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any proposer responding to this request.

The City expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

K. Public Record Law Compliance

It is the intention of City to maintain an open and public process in the solicitation, submission, review, and approval of contracts.

a. The parties acknowledge that City is a municipal corporation legally bound to comply with the Wisconsin Public Records Law and Open Meetings Law (see sections 19.32-19.39 and 19.81-19.98, Wis. Statutes) and that, unless otherwise clearly allowed by law to be an exception to the Public Record Law and confidential, all aspects of this agreement are subject to open disclosure and are a matter of public record. It is further agreed to that neither party will take any action to obstruct the operation of these laws. To comply with any request under said Public Record Law, the provider/contractor herein shall produce copies of all materials, gathered or produced or modified pursuant to this Contract to City, in their original (i.e., electronic or digital, etc.) format at actual cost of reproduction, without profit. According to Wisconsin caselaw, even if records are created or maintained by, or in the custody of, the provider as an independent contractor, they, along with the raw data used to create the record, are nevertheless public records that must be made available to the public within a reasonable time and without delay upon request by any person, and in the format in which they were created. Provider/contractor agrees to hold

City, its agents, officials and employees harmless and to indemnify them and City for all costs, fees, including all reasonable attorney fees and expenses of all kinds, and any judgments, orders, injunctions, writs of mandamus, and damages or expense of whatever kind for which City or its agents, officials or employees may expend or be held liable due to the Provider/contractor’s failure to comply with the Wisconsin Public Records and

Open Meetings laws, or with this Agreement.

b. Any Public Records Law request received directly by a contractor related to this

Contract with City shall immediately be reported to the City Administrator.

L. Public Records Notice

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of

Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”

– defined in State of Wisconsin Statues – may be held confidential.

Proposers shall separately and clearly identify all information they deem to be “trade secrets”, as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s.

134.90(1)(c).

S. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The

City will not provide advance notice to proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of proposals from public view – until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all proposals will be available for review in accordance with such laws.

M. Tax Exempt

The City of Sun Prairie as a municipality is exempt from payment of federal excise taxes and

State of Wisconsin taxes per Wisconsin statue 77.54(9a). Federal Tax ID #39-6006382. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42322.

N. Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under

Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district;

board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or

“piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFP as a basis;

they are made solely between the bidders and third party unit of government.

O. Terms of Contract

1. Term of Contract – The term of the contract shall commence on:

Wednesday, March 5, 2025, ending on Monday, April 6, 2026.

2. Option to Extend – The City of Sun Prairie reserves the right to extend the contract for one (1) additional year period, upon the same or more favorable terms and conditions, and under mutual agreement of both parties.

3. Contract Extension Pricing – Contract prices on an extended contract will be adjusted (escalated or deescalated) based upon the average annual change in the Consumer Index for “All Items” published by the Bureau of Labor Statistics

(BLS) (Table 1A. Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure Category “All Items”). The CPI-U value is published by the BLS at its website: http://www.bls.gov/cpi/news.htm

The price for an option year shall be based upon the percent change in the CPI-

U from the preceding year applied to the current contract year price to obtain the option year price.

The City of Sun Prairie reserves the right to discontinue the contract’s remaining option year and may elect to re-advertise the contract in whole or in part when changes in prices are not mutually acceptable between the contractor and the

City.

Any and all changes to the contract terms and conditions shall be evidenced in writing by amending/modifying the contract.

4. Subcontracting Regulations – Successful vendor(s) will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract or any portion therein, or its right, title or interest in, to any person, vendor or corporation.

P. Cancellation/Termination of Contract

The City of Sun Prairie may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the contractor. Upon termination, the City’s liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the City. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the City within 30 days of said termination, all payments made hereunder by the City to the contractor for work not completed or not accepted by the City. Such termination will require written notice to that effect to be delivered by the contractor to the City not less than 30 days prior to said termination.

Q. Evaluation Process and Scoring

Evaluation Team

The RFP will be reviewed by the Evaluation Team. Evaluation team consists of at least three members and at most five members. At least one member from each of the following departments: Department that initiated the RFP, reporting committee and Finance

Department. All proposals will be scored individually. The staff member from the Finance

Department will oversee the evaluation process to ensure fairness within the process. This process may take a few hours or a few days, depending on the number and length of proposals and the availability of those on the evaluation panel.

Evaluation team will examine each proposal to determine if all minimum requirements have been met to warrant further evaluation. Proposals meeting the minimum requirements will be evaluated in accordance with the point rating system. To qualify as a competent proposer written proposals must achieve an overall minimum of [e.g. 70] % for the categories marked with an asterisk (*).

Minimum Requirements

1. Most have completed 3 library moves within the last 10 years.

2. Provide temporary storage, equipment, and supplies for items between phases for timely and efficient moving.

3. Provide resumes of key personnel utilized for move management.

Evaluation Criteria and Process

Evaluations of the proposals will be based on a weighted point system as follows:

Criteria Description Point Weight

1 Qualifications of Firm* 25

2 Relevant Experience of Firm* 25

3 Costs 25

4 Sustainability 10

5 DBE/WBE/DVB 10

6 Local Preference 5

TOTAL 100

Definition of Major Criteria Categories:

Qualification of Firm: The evaluation is based on qualifications and competence in relation to the scope of the project, the overall approach and strategy described in the proposal and company’s capacity to perform the work within the specified timeframe, the professional qualifications of key personnel related to the work described in the scope of the project.

Relevant Experience of Firm: Evaluation is based on the history of the company, the experiences as it related to the requirements within the RFP, evidence of past performance, quality and relevance of past work, reference and related items.

Sustainability: The City’s vision is to create and expand sustainability practices while always recognizing the interdependence of environmental quality, economic resiliency and growth, and social equity. Evaluation is based on the effect business has on the environment, society and economy.

DBE/WBE/DVB:

DBE (Disadvantaged-Owned Business Enterprise):

• At least 51 percent owned by one or more socially and economically disadvantaged individuals; and

• Controlled (managed and operated daily) by one or more socially and economically disadvantaged individuals.

WBE (Woman-Owned Business Enterprise):

• Organized as a for-profit business, performing a commercially useful function;

• At least 51 percent owned by one or more women; and

• Controlled (managed and operated daily) by one or more women

• There are no size restrictions for WBE certification

DVB (Disabled Veteran Business)

• At least 51% owned, controlled, and actively managed by an identified service-disabled veteran and serve a useful business function.

• The service-disabled veteran owner has demonstrated that they: 1) Have a certificate of release or discharge from active duty (Form DD214); 2) Reside in

Wisconsin: and 3) Have a disability rating of at least 0% with the Department of

Veteran’s Affairs or an Armed Services Branch.

Local Preference: To qualify as “local,” a business must meet at least two of three criteria:

• The portion of its employees working at facilities in the City of Sun Prairie (at least 50%);

• The portion of ownership vested with City of Sun Prairie residents (at least 50%);

and

• The portion of sourcing within the City of Sun Prairie area (at least 15%).

Evaluation of Criteria

Criteria 1 and 2: Qualifications of Firm and Relevant Experience of Firm:

Evaluation team will use the evaluation scoring guide below to evaluate these two criteria. Each criteria will have a maximum number of points assigned to it. Based upon how well the proposal addressed each criteria, the evaluation team assigns a percentage of 0% up to maximum percentage of 100% to each criteria and then multiplies the maximum points by the appropriate scoring percentage to compute the final score.

Evaluation Scoring Guide

Percentage

Quality of

Response

Description Strengths

Relative to

Requirement

Weaknesses Confidence In

Proposed

Approach

90-100 Excellent The proposal addresses the requirements completely, exhibits outstanding knowledge, creativity, innovation or other factors to justify this rating.

Meets requirements -numerous strengths in key areas.

None Very High

80-89 Good The proposal addresses the requirements completely and addresses some elements of the requirements in an outstanding manner

Meets requirements -some strengths in key areas

Minor - not in key areas

High

70-79 Moderate The proposal addresses most elements of the requirements.

Meets most requirements -minimal strengths provided in their response.

Moderate -does not outweigh strengths

Moderate

60-69 Marginal The proposal meets some of the RFP requirements.

Meets some of the requirements

Exist in key areas -outweighs strengths

Low with some clear strengths.

0-59 Unacceptable The proposal meets a few to none of the

RFP requirements.

Meets a few to none of the requirements with few or no clear strengths.

Significant and numerous

No Confidence

For example:

Criteria (1) Point weight (2) Percentage (3)

Final Score

(2x3)

Qualifications of Firm 25 80% 20

Relevant Experience of Firm 25 90% 22.5

Criteria 3: Cost

The Finance Department complete the evaluation of the cost points. The proposal with the lowest cost received the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest cost proposal.

Price of Lowest Cost Proposal X Maximum points available=Awarded Cost Points

Price of Proposal Being Rated

For Example:

The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. If the total points available for the cost criteria = 25 points, the next lowest proposal would be assigned 20 points ($100,000/$125,000) x

25pts)

Criteria 4: Sustainability:

The proposal should demonstrate alignment with the City’s sustainability objectives, as outlined in the Task Force on Sustainability Report (specifically, Strategic

Recommendations starting on page 11). Examples include business efforts to reduce resource consumption (electricity, fuel, water, materials, food, etc.) and associated emissions, relevant commitments to sustainability initiatives or goals, and progress towards or completion of industry-standard certifications (examples include GRI, LEED, ISO14001, SASB); relative to the type of product/service being provided. The evaluation team will use the scoring guide below to assess responses, understanding that sustainability is a broad undertaking with many potential strategies and outcomes.

Proposers are required to complete the Form G: Sustainability Questionnaire and submit it with the proposal.

Scoring Guide

Criteria Measurement Score Guidance

1. Reduction in product/service emissions, resource consumption

Absent (0), moderate (1-2), good (3-4), excellent (5-6)

0-6 Demonstrated, measureable reduction in electricity, fuel, water, materials, and food consumption related to the product/service.

2. Commitments to sustainability initiatives or goals

Absent (0), good

(1), excellent (2)

0-2 Business initiatives (internal and external) and goals that support the community and environment.

3. Sustainability-related certifications

Absent (0), in progress or 1 certification (1), 2+ certifications (2)

0-2 Certifications recognize pursuit of operational best practices and demonstrate alignment on shared values.

Overall Sustainability

Score

Absent-Excellent 0-10 Refer to provided guidelines

Criteria 5: DBE/WBE/DVB:

DBE/WBE/DVB certified businesses receive full 10 points. Non-certified businesses receive zero points.

Criteria 6: Local Preference:

Local businesses receive full 5 points. Non-local businesses receive zero points.

R. Insurance and Indemnification Requirements

Insurance coverage shall be in place prior to commencing work and shall remain in force until the entire project is completed or the length of time that is specified in the contract.

See Form E for requirements.

II. DESCRIPTION OF RFP

1) Purpose: The purpose of this request is to provide the Sun Prairie Public Library with a contract for move management of items as specified herein.

2) Basis of Bid

(a) Each bidder shall accompany its bid with bid security as security that the successful bidder will enter into a contract for the work bid upon and will move after the award of contract a corporate surety bond, in a form acceptable to the City of Sun Prairie, for the faithful performance of the contract, in an amount equal to ten percent of the amount of the contract. The bidder’s security shall be in the amount fixed in the Instruction to

Bidders and shall be in the form of a cashier’s check, a certified check, or a bank money order drawn on a FDIC insured bank in Wisconsin or on a FDIC insured bank chartered under the laws of the United States; or a certified share draft drawn on a credit union in

Wisconsin or chartered under the laws of the United States; or a bid bond on the form provided in the contract documents with corporate surety satisfactory to the City. The bid shall contain no conditions except as provided in the specifications.

(b) Each bidder shall affirm that no official or employee of the City of Sun Prairie is directly or indirectly interested in this bid for any reason of personal gain.

(c) All bids will be governed by applicable provisions in the WI Code and City Policies.

(d) The bidding and letting of Work described herein is subject to applicable provisions of the

State of Wisconsin Statues.

3) Contract: Bids will be received for the following Work:

a) Move existing shelving and furniture through multiple phases of the project in compliance with information provided. Move library collections (Books, CDs, DVDs etc.) from existing shelves onto book carts. Provide the library with boxes and move all staff supplies, files, computers, printers, copiers, office equipment. Provide temporary storage as needed.

Disassemble all existing shelves for owner resale. Assist the library in recycling and disposal of existing products.

i) The contractor must work closely with library staff coordinating the move of shelving and furniture.

ii) The contractor must work with new shelving and furniture installers to coordinate schedules.

iii) The contractor is to supply the library with the necessary number of book carts needed to move collections.

iv) Placement and installation of library shelving and furniture in new locations in accordance with the plans supplied for each phase. This includes includes all public and staff spaces within the library and media center.

b) Provide Alternate bid to additionally move library collections (Books, CDs, DVDs etc.) onto new shelving

i) Provide a bid that divides the collections (Books, CDs, DVDs etc.) between Adult and

Children’s/Teen Collections for each phase

ii) The contractor must work closely with the library staff coordinating the move of collections (Books, CDs, DVDs etc.)

c) Provide Alternate deduct for the following items.

i) Recycling and disposal of existing products done by the City of Sun Prairie maintenance department in lieu of move management contractor.

d) Provide Alternate deduct for the following items.

i) Technology and computers moved by Sun Prairie Public Library staff in lieu of move management contractor.

4) Contract Period: The contract period shall be from the date of award through April 6th, 2026.

Unit prices awarded shall remain firm for the entire Contract period.

5) Bid Form: All bids must be submitted on the Bid Forms provided herein. All blank spaces for bid prices shall be filled in, in ink or typed. Bids submitted shall remain in force for a period of sixty (60) days from date receipt of the Bids.

Oral or telephonic bids, or modifications will not be permitted. Bids must be signed in ink. Any erasures or corrections on form must be initialed by signee. Prices must be expressed in words and figures with the written price, in case of a discrepancy, constituting the proposal price. Any discrepancies between the bid unit price and extension shall be resolved in favor of the unit price.

Each Bidder shall indicate receipt of any Addendum issued.

Each Bidder shall state its Federal Tax Identification Number on the appropriate line provided in bid form.

The Bidder shall include in Bid the cost of all labor and materials excluding state sales taxes required to complete the Contract in a first-class manner as herein specified. All prices quoted are to be delivered and installed.

The Forms to be included in the Bid Submittal shall include the following:

o Signature Affidavit (Form A) o Receipt of Forms (Form B) o Vendor Profile and Qualifications (Form C) o References (Form D) o Insurance and Indemnification (Form E) o Sustainability Questionnaire (Form G) o Cost Proposal (Form F) o Printed Proposal

6) Bid Documents: Documents consist of the following:

o City of Sun Prairie Request for Proposal o City of Sun Prairie Contract for Professional Services o Bid Form for Move Management o Signature Affidavit (Form A) o Receipt of Forms (Form B) o Vendor Profile and Qualifications (Form C) o References (Form D) o Insurance and Indemnification (Form E) o Sustainability Questionnaire (Form G) o Cost Proposal (Form F) o Move Item Schedule o Drawings (Sheet A10.2-A10.5 & A10.16) o Addenda (if any)

7) Bidder Qualifications:

Bidders must be properly licensed under the laws governing their respective trades and be able to obtain insurance and bonds required for the Work.

8) Interpretation of Bid Documents:

No interpretation of meaning will be made except by Addendum issued by Architect. Bidder shall promptly notify the Architect of any ambiguity, inconsistency, error or omission, which they may discover upon examination of the bid documents. Or should Bidder be in doubt as to their meaning, Bidder shall immediately notify the Architect in writing. All addenda so issued shall become part of the Bid and Contract Documents.

9) Move Schedule: Moves will be conducted per the following schedule. This schedule is subject to change based on construction progress. Exact start and end dates may change.

Phase 2: June 4, 2025 and the following two (2) weeks

Phase 3: November 5, 2025 and the following two (2) weeks

Phase 4: December 31, 2025 and the following two (2) weeks

Phase 5: March 6, 2026 and the following two (2) weeks

Final Completion: April 6, 2026

10) Product Delivery, Storage and Handling: Vendor is responsible for receipt, storage and protection of all materials, products and equipment. Deliver, store and handle products according to manufacturer’s written recommendations to prevent damage, loss and theft.

Schedule delivery to minimize long-term storage at site or storage facility. Costs incurred for storage of products will be the vendor’s responsibility. Inspect products upon delivery to ensure that products are undamaged and protected.

11) Move Management and Coordination: Comply with manufacturer’s written instructions and recommendations for any disassembly and reassembly of product required to accomplish the move. Provide a temporary storage solution for items that need to be stored until a later phase. Coordination of electrical connections to furniture, if any, is the responsibility of the vendor. Coordination of contractors shall be carried out smoothly and timely to not delay the work. Vendor is responsible for removal of all packaging and debris associated with the move.

Coordination with on site contractor for use of dumpsters may be acceptable and is the responsibility of the vendor. Any costs incurred for haul away of packaging and debris is the responsibility of the vendor.

12) Final Cleaning: Upon completion of shelving installation, conduct a final cleaning of all furnishings; comply with manufacturer’s written instructions/recommendations. Remove all temporary debris. Extra materials of value shall become the owner’s property and shall be stored as directed by the owner.

13) Operational and Maintenance: The functionality and services of the library must be maintained as much as possible during this project. The library intends to stay open for regular hours to the public during this project. Emergency exits and restrooms should remain accessible at all times. Library staff must retain limited access to the collections throughout the process as much as possible.

The contractor will make every effort to minimize disruption to Library services. The contractor shall provide a brief narrative and project timeline describing essential features of the work with anticipated completion dates.

14) Warranty: Repairs and replacement required because of defective work by contractor shall be at contractor’s expense.

15) Bid Results: Results of bid opening will be available seven (7) calendar days after bid date. All formal and informal notifications of bid awards will be done by the interior designer.

16) Proposal as Contract: If awarded this request, the Bidder’s signature on the proposal shall be deemed the same as his/her signature on the contract and when countersigned by the Mayor shall become a binding contract to furnish the proposed and awarded item(s).

17) Invoices, and Payments: Purchase orders will be issued at time of award and/or throughout the Contract period for actual quantities ordered.

Invoices shall be submitted to:

Sun Prairie Public Library Attention: Svetha Hetzler 1350 Linnerud Drive Sun Prairie, WI 53590 Phone: 608-825-0900 Email: shetzler@cityofsunprairie.com

Payments shall be processed upon receipt of the correct invoice after receipt and acceptance of each delivery.

CONTRACT FOR

PROFESSIONAL SERVICES

Contract #: 25-LIB02

Title: Sun Prairie Public Library Move Management

Department: Public Library

Start Date: Wednesday, March 5, 2025

End Date: Monday, April 6, 2026

TABLE OF CONTENTS

I. NOTICE TO CONTRACTORS

A. PARTIES

B. PURPOSE

C. SCOPE OF SERVICES AND SCHEDULE OF PAYMENTS

D. TERM AND EFFECTIVE DATE

E. ENTIRE AGREEMENT

F. ASSIGNABILITY/SUBCONTRACTING

G. DESIGNATED REPRESENTATIVE

H. PROSECUTION AND PROGRESS

I. AMENDMENT

J. EXTRA SERVICES

K. NO WAIVER

L. NON-DISCRIMINATION

M. SEVERABILITY

N. NOTICES

O. STATUS OF CONTRACTOR/INDEPENDENT/TAX FILING

P. GOODWILL

Q. THIRD PARTY RIGHTS

R. AUDIT AND RETAINING OF DOCUMENTS

S. CHOICE OF LAW AND FORUM SELECTION

T. COMPLIANCE WITH APPLICABLE LAWS

U. CONFLICT OF INTEREST

V. COMPENSATION

W. BASIS FOR PAYMENT

X. DEFAULT/TERMINATION

Y. INDEMNIFICATION

Z. INSURANCE

AA. OWNERSHIP OF CONTRACT PRODUCT

BB. PUBLIC RECORD LAW COMPLIANCE

CC. LIVING WAGE (Applicable to contracts exceeding $5000)

DD. WEAPONS PROHIBITION

EE. IT NETWORK CONNECTION POLICY

FF. AUTHORITY

GG. COUNTERPARTS, CONTRACT DELIVERY

II. SCOPE OF SERVICES

III. REQUIRED FORMS FROM CONTRACTOR

CONTRACT FOR PURCHASE OF SERVICES

I. NOTICE TO CONTRACTORS

A. PARTIES

This is a contract between the City of Sun Prairie, located in Dane County, Wisconsin, hereinafter referred to as “City”, and the vendor, of City , State, hereinafter referred to as “Contractor”.

The Contractor is a:

(To be completed by Contractor and copy of Contractor’s W9 shall be given to the City of Sun

Prairie Finance Department)

☐Corporation

☐General Partnership

☐Limited Liability Company

☐LLP

☐Sole Proprietor

☐Unincorporated Association

☐Other: _______________________

B. PURPOSE

The purpose of this contract is as set forth in Section 3.

C. SCOPE OF SERVICES AND SCHEDULE OF PAYMENTS

Contractor will perform the following services and be paid according to the following schedule(s) or attachment(s): Move existing shelving and furniture through multiple phases of the project in compliance with information provided and recycling and dispose of existing items as needed.

D. TERM AND EFFECTIVE DATE

This contract shall become effective upon execution by the Mayor, on behalf of the City of Sun

Prairie, unless another effective date is specified in the attachment(s) incorporated in Section 3, however in no case shall work commence before execution by the City of Sun Prairie. The term of this contract shall be from Wednesday, March 5, 2025 to Monday, April 6, 2026 with the option to extend for one (1) additional year period upon the same or more favorable terms and conditions, and under mutual agreement of both parties.

E. ENTIRE AGREEMENT

This contract for purchase of services, including any and all attachments, exhibits and other documents referenced in Section 3 (hereafter, “Agreement” or “Contract”) is the entire agreement of the parties and supersedes any and all oral contracts and negotiations between the parties.

F. ASSIGNABILITY/SUBCONTRACTING

Contractor shall not assign or subcontract any interest of obligation under this contract without the City’s prior written approval. All of the services required hereunder will be performed by the

Contractor and employees of the Contractor.

G. DESIGNATED REPRESENTATIVE

1. Contractor designates Name of Agent as contract agent with primary responsibility for the performance of this contract. In case this contract agent is replaced by another for any reason, the Contractor will designate another contract agent within seven (7) calendar days of the time the first terminates his or her employment or responsibility using the procedure set for in Section O, Notices.

2. In the event of the death, disability, removal or resignation of the person designated above as the contract agent, the City may accept another person as the contract agent or may terminate this agreement under Section Y, at its option.

H. PROSECUTION AND PROGRESS

1. Services under this agreement shall commence upon written order from the City to the contractor. This order will constitute authorization to proceed.

2. The Contractor shall complete the services under this agreement within the time for completion specified in the Scope of Services, including any amendments. The Contractor’s services are completed when the City notifies the Contractor in writing that the services are complete and are acceptable. The time for completion shall not be extended because of any delay attributable to the Contractor, but may be extended by the City in the event of a delay attributable to the City, or in the event of unavoidable delay caused by war, insurrection, natural disaster, or other unexpected event beyond the control of the

Contractor. If at any time the Contractor believes that the time for completion of the work should be extended because of unavoidable delay caused by an unexpected event, or because of a delay attributable to the City, the Contractor shall notify the City as soon as possible, but not later than seven (7) calendar days after such an event. Such notice shall include any justification for an extension of time and shall identify the amount of time claimed to be necessary to complete the work.

3. Services by the Contractor shall proceed continuously and expeditiously through completion of each phase of the work.

4. Progress reports documenting the extent of completed services shall be prepared by the

Contractor and submitted to the city with each invoice under Section X of this agreement, and at such other times as the City may specify.

5. The Contractor shall notify the City in writing when the Contractor has determined that the services under this agreement have been completed. When the City determines that the services are complete and are acceptable, the City will provide written notification to the

Contractor, acknowledging formal acceptance of the completed services.

I. AMENDMENT

This contract shall be binding on the parties hereto, their respective heirs, devisees, and successors, and cannot be varied or waived by any oral representations or promise of any agent or other person of the parties hereto. Any other change in any provision of this contract may only be made by a written amendment, signed by the duly authorized agent or agents who executed this contract.

J. EXTRA SERVICES

The City may require the Contractor to perform extra services or decreased services, according to the procedure set forth in Section X. Extra services or decreased services means services which are not different in kind or nature from the services called for in the Scope of Services, Section C, but which may increase or decrease the quantity and kind of labor or materials or expense of performing the services. Extra services may not increase the total contract price, as set forth in Section W, unless the contract is amended as provided in Section I above.

K. NO WAIVER

No failure to exercise and no delay in exercising any right, power or remedy hereunder on the part of the City or Contractor shall operate as a waiver thereof, nor shall any single or partial exercise of any right, power or remedy preclude any other or further exercise thereof or the exercise of any other right, power or remedy. No express waiver shall affect any event or default other than the event or default specified in such waiver, and any such waiver, to be effective, must be in writing and shall be operative only for the time and to the extent expressly provided by the City or Contractor therein. A waiver of any covenant, term or condition contained herein shall not be construed as a waiver of any subsequent breach of the same covenant, term or condition.

L. NON-DISCRIMINATION

In the performance of work under this contract, the Contractor agrees not to discriminate against any employee or applicant for employment regardless of age, ancestry, arrest and conviction record, color, creed, disability, genetic testing, honest testing, marital status, membership in the National Guard, State Defense Force or any reserve component of the military forces of the United States or this state, national origin, pregnancy or childbirth, race, religion, sex (including sexual harassment), sexual orientation, and use or nonuse of lawful products off of the employer’s premises during nonworking hours.

M. SEVERABILITY

It is mutually agreed that in case any provision of this contract is determined by any court of law to be unconstitutional, illegal or unenforceable, it is the intention of the parties that all other provisions of this contract remain in full force and effect.

N. NOTICES

All notices to be given under the terms of this contract shall be in writing and signed by the person serving the notice and shall be sent registered or certified mail, return receipt requested, postage prepaid, to the addresses of the parties listed below:

FOR THE CITY: Svetha Hetzler, Library Director

1350 Linnerud Drive

Sun Prairie WI, 53590

FOR THE CONTRACTOR:

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O. STATUS OF CONTRACTOR/INDEPENDENT/TAX FILING

It is agreed that the Contractor is an independent Contractor and not an employee of the City, and that any persons who the Contractor utilizes and provides services under this contract are employees of the Contractor and are not employees of the City of Sun Prairie.

Contractor shall provide its taxpayer identification number (or social security number) to the

City of Sun Prairie Finance Department, 300 East Main Street, Sun Prairie, WI. 53590, prior to payment. The Contractor is informed that as an independent contractor, s/he may have a responsibility to make estimated tax returns, file tax returns, and pay income taxes and make social security payments on the amounts received under this contract and that no amounts will be withheld from payments made to this Contractor for these purposes and that payment of taxes and making social security payments are solely the responsibility and obligation of the

Contractor. The Contractor is further informed that s/he may be subject to civil and/or criminal penalties if s/he fails to properly report income and pay taxes and social security taxes on the amount received under this contract.

P. GOODWILL

Any and all goodwill arising out of this contract insures solely to the benefit of the City;

Contractor waives all claims to benefit of such goodwill.

Q. THIRD PARTY RIGHTS

This contract is intended to be solely between the parties hereto. No part of this contract shall be construed to add, supplement, amend, abridge or repeal existing rights, benefits or privileges of any third party or parties, including but not limited to employees of either of the parties.

R. AUDIT AND RETAINING OF DOCUMENTS

The Contractor agrees to provide all reports requested by the City including, but not limited to, financial statements and reports, reports and accounting of services rendered, and any other reports or documents requested. Financial and service reports shall be provided according to a schedule (when applicable) to be included in this contract. Any other reports or documents shall be provided within five (5) working days after the Contractor receives the City’s written requests, unless the parties agree in writing on a longer period. Payroll records and any other documents relating to the performance of service under the terms of this contract shall be retained by the Contractor for a period of three (3) years after completion of all work under this contract, in order to be available for audit by the City or its designee.

S. CHOICE OF LAW AND FORUM SELECTION

This contract shall be governed by and construed, interpreted and enforced in accordance with the laws of the State of Wisconsin. The parties agree, for any claim or suit or other dispute relating to this contract that cannot be mutually resolved, the venue shall be a court of competent jurisdiction within the State of Wisconsin and the parties agree to submit themselves to the jurisdiction of said court, to the exclusion of any other judicial district that may have jurisdiction over such a dispute according to any law.

T. COMPLIANCE WITH APPLICABLE LAWS

The Contractor shall become familiar with, and shall at all times comply with and observe all federal, state, and local laws, ordinances, and regulations which in any manner affect the services or conduct of the Contractor and its agents and employees.

U. CONFLICT OF INTEREST

1. The Contractor warrants that it and its agents and employees have no public or private interest, and will not acquire directly or indirectly any such interest, which would conflict in any manner with the performance of the services under this Agreement.

2. The Contractor shall not employ or contract with any person currently employed by the City for any services included under the provisions of this Agreement.

V. COMPENSATION

It is expressly understood and agreed that in no event will the total compensation for services under this contract exceed $ Click or tap here to enter text..

W. BASIS FOR PAYMENT

1. GENERAL

1) The City will pay the Contractor for the completed and accepted services rendered under this contract on the basis and at the contract price set forth in Section V of this contract. The City will pay the Contractor for completed and approved “extra services”, if any, if such “extra services” are authorized according to the procedure established in this section. The rate of payment for “extra services” shall be the rate established in this contract. Such payment shall be full compensation for services rendered and for all labor, material, supplies, equipment and incidentals necessary to complete the services.

2) The Contractor shall submit invoices, in the form or format approved by the City, specified in the Scope of Services, Section C of this contract. The City will pay the

Contractor in accordance with the schedule set forth in the Scope of Services. The final invoice shall be submitted to the City within three months of completion of services under this Agreement.

3) Should this Agreement contain more than one service, a separate invoice and a separate final statement shall be submitted for each individual service.

4) Payment shall not be construed as City acceptance of unsatisfactory or defective services or improper materials.

5) Final payment of any balance due the Contractor will be made upon acceptance by the City of the services under the Agreement and upon receipt by the City of documents required to be returned or to be furnished by the Contractor under this

Agreement.

6) The City has the equitable right to set off against any sum due and payable to the

Contractor under this Agreement, any amount the City determines the Contractor owes the City, whether arising under this Agreement or under any other Agreement or otherwise.

7) Compensation in excess of the total Contract price will not be allowed unless authorized by an amendment under Section I, AMENDMENT.

8) The City will not compensate for unsatisfactory performance by the Contractor.

2. SERVICE ORDERS, EXTRA SERVICE, OR DECREASED SERVICE

1) Written orders regarding the services, including extra services or decreased services, will be given by the City, using the procedure set forth in Section O, NOTICES.

2) The City may, by written order, request extra services or decreased services, as defined in Section J of this contract. Unless the Contractor believes the extra services entitle it to extra compensation or additional time, the Contractor shall proceed to furnish the necessary labor, materials, and professional services to complete the services within the time limits specified in the Scope of Services, Section C of this

Agreement, including any amendments under Section I of this Agreement.

3) If in the Contractor’s opinion the order for extra service would entitle it to extra compensation or extra time, or both, the Contractor shall not proceed to carry out the extra service, but shall notify the City, pursuant to Section O of this Agreement.

The notification shall include the justification for the claim for extra compensation or extra time, or both, and the amount of additional fee or time requested.

4) The City shall review the Contractor’s submittal and respond in writing, either authorizing the Contractor to perform the extra service, or refusing to authorize it.

The Contractor shall not receive additional compensation or time…