Sun Prairie Public Library Move Management

The City of Sun Prairie Public Library in Dane County, Wisconsin, is seeking a professional move management services vendor for its library addition and remodel project through RFP #25-LIB02. The selected contractor will be responsible for coordinating and executing the comprehensive moving and storage of the entire library contents, including collections, shelving, files, office equipment, furniture, computers, and printers, with additional responsibilities for recycling and disposing of unused items. Qualified vendors must demonstrate experience completing at least three library moves within the past decade and provide climate-controlled temporary storage between project phases. The procurement will follow a phased approach spanning from June 2025 to January 2026, with specific move windows for different library areas. Proposals will be evaluated on a 100-point scale, considering firm qualifications (25 points), relevant experience (25 points), costs (25 points), sustainability (10 points), diversity certifications (10 points), and local preference (5 points). The mandatory pre-bid site walkthrough is scheduled for January 16, 2025, at 1:00 PM CST, located at 1350 Linnerud Dr, Sun Prairie, with proposals due by January 29, 2025, at 11:00 AM CST.

The procurement includes provisions for disadvantaged business enterprises (DBE), women-owned business enterprises (WBE), and disabled veteran-owned businesses (DVB), with specific point allocations for these certifications. The contract term is initially set from March 5, 2025, through April 6, 2026, with an option to extend for one additional year. Bidders must provide bid security equal to 10% of the contract amount and maintain specified insurance coverage. The RFP includes alternates for moving collections onto new shelving, with separate considerations for Adult and Children's/Teen collections, and deductive options for recycling/disposal and technology moves. Based on the award notification letter, Coakley Brothers Company was the highest-ranked proposer and received the City's intent to award, subject to City Council approval and successful contract negotiations. While specific contract value is not disclosed, the comprehensive nature of the move management services and multi-phase project suggest a significant procurement opportunity for qualified moving and logistics firms specializing in library relocations.