Library Collection Relocation Services

The City of Pasadena's Libraries & Information Services Department is seeking professional library collection relocation services for its Central Library retrofitting project. The procurement involves relocating approximately 185,000 library items, including books, periodicals, audiobooks, DVDs, and music CDs, from the current Central Library at 285 E Walnut St to a temporary offsite facility at 855 S Raymond Ave, a distance of roughly 1.5 miles. The contract requires a vendor with a minimum of 5 years of experience in library collection relocation, capable of handling the entire process including unshelving, boxing, loading, transporting, unloading, and reshelving while maintaining the sequential order of the collection. Evaluation criteria will be weighted across several categories: proposed solution (30%), experience and references (20%), proposed schedule (10%), cost proposal (30%), with additional preferences for local Pasadena businesses (5%) and small/micro-businesses (5%). A mandatory pre-proposal site visit is scheduled for February 26, 2024, with proposals due by 3:00 pm on March 8, 2024. The contract will have an initial term of one year from the date of execution, and the vendor will be responsible for providing all necessary equipment, protecting facility surfaces, and installing 10,000 bookends at the new location.

The procurement appears to have several set-aside considerations, including preferences for local Pasadena businesses and small/micro-businesses, which will contribute 10% to the overall evaluation scoring. While specific disadvantaged enterprise requirements are not explicitly detailed, the city's forms suggest a commitment to diverse vendor participation, including workforce diversity reporting and equal opportunity employment considerations. The estimated current value of the library collection is $3,000,000, and the contract will likely have a maximum compensation amount determined during execution. The city has prepared comprehensive documentation including conflict of interest disclosures, technical questionnaires, and various required forms to ensure transparent and compliant vendor selection. Potential bidders must provide a Unique Entity Identifier (UEI) from SAM.gov and comply with various legal requirements, including prevailing wage laws and the Pasadena Living Wage Ordinance. The contract will be structured with provisions for potential performance modifications and includes robust protections for the city, such as insurance and indemnification clauses.