RFQ - LIBRARY RELOCATION SERVICES

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
B. RFQ INSTRUCTIONS AND RULES
1. INSTRUCTIONS FOR SUBMITTING A QUOTE
1.1. It is Offeror's responsibility to submit a quote based on the most current RFQ, addenda thereto, County's
responses to Questions, any other information posted on BuyNet, and any diligence material made available by
the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to
contact Offerors directly with any such RFQ-related information.
1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of
updates, Offerors must select "Participate in RFx" for this solicitation in BuyNet.
1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from
Department of Purchasing and Contracting's front desk or contact clerical support at (858) 505-6367.
1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the
County's web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.
1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit
the version of a form in place as of the date of the posting of this RFQ or any later version thereof.
1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the
County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before
the Date and Time listed in Schedule.
1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the
Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with
either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such
submissions with the RFQ number on the outside of the packaging. Please use this method only if unable
to submit through BuyNet.
2. QUESTIONS
2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting
Officer, in writing, as a question ("Question"). Offerors may submit Questions by sending a message to the
Contracting Officer through the "Discussions" functionality in BuyNet.
2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for
Question submission. Offeror is responsible for ensuring that Questions are received by the County.
3. QUOTE FORMAT
3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than
signature pages, converted and searchable formats are preferred.
3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.
4. QUOTE ORGANIZATION
4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.
4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within
each exhibit.
4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.
4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.
4.1.4. Cost/Price information:
4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be
inclusive of all proposed compensation.
4.2. Confidential/Proprietary information:
4.2.1. The County is a public agency subject to the California Public Records Act, Government Code
7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to
disclosure, and the County intends to publish any resulting contracts to its public website.
4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY"
exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from
disclosure pursuant to the California Public Records Act, including PI (Personal Information),
PII (Personally Identifiable Information), or PHI (Protected Health Information);
4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from
disclosure under the California Public Records Act and wishes to protect from disclosure.
4.2.3. The "CONFIDENTIAL/PROPRIETARY" exhibit must be clearly labeled with all pages marked as
"CONFIDENTIAL/PROPRIETARY."
4.2.4. Offeror should reference material in the "CONFIDENTIAL/PROPRIETARY" exhibit where it is
needed to respond to a Submittal Item through citation to the "CONFIDENTIAL/PROPRIETARY"
exhibit (for example "See response 1 contained within the 'CONFIDENTIAL/PROPRIETARY'
exhibit for staff Social Security numbers").
4.2.5. If the County determines that a submission improperly designates information as confidential or
proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the
submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other
appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the
California Public Records Act).
5. QUOTE EVALUATION
5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance,
availability, price, and more to determine the quote(s) that provide the best value to the County.
5.2. During evaluation, the County may appropriately consider the sustainability and social, human health,
environmental, and economic impact of Offeror's proposed products and/or approach to providing goods and/or
services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant
information in their quotes, to the degree related to the goods or services sought.
5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror's
proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant
information in their quotes, to the degree related to the goods or services sought.
5.4. When evaluating an Offeror's cost or pricing, the County may also consider the effect of the quote on the overall
total cost to the County.
6. COUNTY COMMITMENT
6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of
Offeror's costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any
reimbursable cost in anticipation of a contract award.
6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its
respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than
those arising under a definitive contract with Offeror in accordance with the terms thereof).
6.3. The County reserves the right to separately procure the same or similar goods or services.
6.4. The County may withhold all information regarding this procurement until after negotiations are complete,
including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes;
the County's evaluation and results thereof. Information releasable after the conclusion of negotiations is
subject to the disclosure requirements and withholding exemptions of the California Public Records Act.
6.5. Pursuant to County Charter 703.10 and 916, award of a contract resulting from this RFQ may be subject to
the County's requirement to determine that the services can be provided more economically and efficiently by
an independent contractor than by persons employed in the Classified Service.
6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves
the right to award a contract to a resulting entity.
7. DILIGENCE AND DUTY TO INQUIRE
7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related
documents, Offeror shall have a duty to submit a Question to the County.
7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required,
including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable,
information that can be obtained during a site visit (including verification of measurements, conditions, and

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or
other relief based upon information that was discovered or should have been discovered through due diligence.
7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any
diligence material or other information provided by the County or any of its agents, representatives, contractors,
or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or
may not prove to be correct.
7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral
responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer,
agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as
explicitly provided for in this RFQ.
8. OFFEROR COMMUNICATIONS
8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its
officers and employees (including consultants working on or assisting with this procurement), related to this
RFQ or Offeror's quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise
authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any
other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any
improper contact may, at the County's sole discretion, cause Offeror to be removed from consideration for
contract award.
8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County's sole
determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may
be removed from consideration for award.
8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the
County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.
9. SOLICITING EMPLOYEES
9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the
County's employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors,
or any person acting in concert with Offeror without prior written approval of the County's Contracting Officer.
This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact
with Offeror.
10. PROHIBITED CONTRACTS AND SUBCONTRACTS
10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract
with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of
Supervisors finds that special circumstances exist which justify the approval of such contract:
10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the
governing body;
10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as
officers, principals, partners, or major shareholders;
10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of
subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of
service to be performed by the contract; or, (ii) participated in any way in developing the contract or
its service specifications; and
10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve
as officers, principals, partners, or major shareholders.
10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work
under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or
ownership relationship exists, unless specifically authorized by the Board of Supervisors.
10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections
11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these
provisions.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
11. CALIFORNIA REVENUE & TAXATION CODE 18662
11.1. In compliance with California Revenue and Taxation Code 18662, if Offeror is a non-resident of California
(out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form
590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment
from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit
new forms to the County (forms are available from the Franchise Tax Board website listed below).
11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If
Offeror has already received a waiver or a reduced withholding response from the State of California and the
response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit
the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board
websites, listed below, for tax forms and relevant information regarding non-resident withholding, including
waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak
with their tax advisers and/or the State of California for guidance.
Franchise Tax Board Websites:
https://www.ftb.ca.gov
https://www.ftb.ca.gov/forms/search/
11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-
2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The
P.O. Number or Contract Number (if available) and "California Revenue and Taxation Code 18662" must
appear on fax cover sheet and/or the outside of the mailing envelope.
12. W-9 FORM
12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the
County.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
C. SUBMITTAL ITEMS
1. EXHIBIT 1 - REQUIRED FORMS
1.1 Submit a completed and signed Offeror's Cover Page (PC600) form
* Required for all Offerors
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf
1.2 Submit a completed and signed Representations and Certifications form (PC601)
* Required for all Offerors
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf
1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)
* All Offerors are encouraged to complete this form to support County data collection.
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf
1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).
* Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf
2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT
OFFEROR'S PERSONNEL EXPERIENCE
2.1 Describe Offeror's experience in book relocation to include shelving library books and materials of 50,000
volumes or more, and demonstrated knowledge of the Dewey Decimal system.
2.2 Describe the experience and qualifications of key personnel to be assigned to this project. Description to
include:
2.2.1 Pertinent years of experience performing similar scope of services as stated in Exhibit A, Statement of
Work.
2.2.2 Specific experience in relocating books to include the total number of relocations performed within the
past year.
2.3 Provide three references for clients within the past five years that you successfully provided book relocations
for as stated in Exhibit A, Statement of Work. For each reference include:
2.3.1 Client Name, Project Size (approximate book volume)
2.3.2 Client Contact Information (email address, telephone number) for the person with whom your firm
worked most closely and who can attest to your firm's performance.
TECHNICAL
2.4 Describe Offeror's proposed approach to completing the required service described in the Statement of Work
including a detailed work plan for accomplishing the service.
3. EXHIBIT 3 - PRICE
3.1 Complete Exhibit C - Payment Schedule
3.1.1 There shall be no Reimbursable Expenses allowed, and the fixed pricing shall include all costs to
complete the work.
3.1.2 Describe any assumptions used to develop pricing.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
4. EXHIBIT 4 - ACCEPTANCE OF TERMS AND CONDITIONS
4.1 The County's terms and conditions, and insurance requirements have been provided as part of this document.
The Offeror should respond to these documents in accordance with the procedures and format set forth below.
4.1.1 Confirm acceptance "YES/NO" of the proposed County of San Diego's terms and conditions,
including insurance requirements as presented.
4.1.2 YES NO

4.1.2.1 If "NO," provide a detailed list of exceptions to the terms and conditions, the nature of its
concern, and what terms the Offeror is willing to accept. The Offeror will be deemed to have
accepted any terms and conditions to which it does not take exception in its proposal, and
such accepted terms and conditions will not be subject to further negotiation. Should you
take exception(s) to the Draft Agreement, you understand that the County may, as part of its
evaluation process, conclude that exceptions are so numerous and/or material as to make an
award to the Offeror unacceptable.
D. REQUIRED FORMS
RESERVED
E. STATEMENT OF WORK
The Casa De Oro Branch Library located at 9805 Campo Road #180, Spring Valley, CA 91977 will be relocated in
June/July 2026 to 9610 Campo Road, Spring Valley CA 91977. The physical collection from the previous location must
be relocated to the new site within the same month. The successful offeror will provide library relocation services which
include move planning, project management, consultation, loading collection in order, and transportation of the existing
collection to the new library and shelving collection by genre. Additionally, 12,300 opening day collection items must
be unpacked, organized in Dewey decimal, alphabetical, and genre order. Time frame for completion is a maximum of
ten (10) business days. Approximately sixty (60) boxes of supplies will also be moved during this time.
1. Consulting and Pre-Move Implementation
1.1. Identify goals and objectives with library personnel.
1.2. Measure all collections to determine fill ratios and collection layout.
1.3. Calculate fill ratios.
1.4. Provide library staff with collection layout options and suggestions.
1.5. Measure and label collection for agreed upon locations and fill ratios.
1.6. Label destination shelving to ensure accurate placement of materials and efficiency.
2. Project Management
2.1. Work with other contractors onsite to direct workflow and move logistics.
2.2. Supervision of moving staff to plan for qualified workforce, equipment and training as needed. Provide oversight
of all related activities and required supervision.
2.3. Work with library staff during project closeout to review all activities were completed to the satisfaction of the
client's representative(s).
3. Removal
3.1. Carefully remove all books, periodicals, etc. from shelves. Pack alphabetically/numerically (Dewey), transport
and deliver to new location
3.2. Location, size of facility, and quantity of books to be removed:
3.2.1. 9805 Campo Road #180, Spring Valley, CA 91977

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
3.2.2. 6,300 square feet
3.2.3. 8,300 books
4. Relocation & Integration:
4.1. Carefully unpack all books, periodicals and materials. Books and materials will need to be unpacked on to the
shelves alphabetically/numerically (Dewey) in order as indicated by the attending branch librarian or branch
operations manager.
4.2. Location and size of new facility:
4.2.1. 9610 Campo Road, Spring Valley, CA 91977
4.2.2. 12,320 square feet
5. Opening Day Collection Unpacking and Integration
5.1. Unbox approximately 12,300 shelf ready new items located and destination.
5.2. Organize alphabetically/numerically (Dewey) and integrate onto shelves with existing collection.
5.3. Maintain agreed upon shelf fill ratios.
5.4. Items must be maintained in Dewey order.
6. Additional Boxes:
6.1. Remove, transport and deliver to new library a quantity of approximately sixty (60) boxes of items.
7. Shelf Reading Requirements
7.1. The contractor's site team members will be required to shelf read the entire 20,600 library collection for order
and accuracy of placement upon relocation to the new site. This will be done under the guidance of the contractor
project manager and site supervisor working with the branch librarian and/or branch operations manager.
8. Contractor Requirements
8.1. Contractor must be a library moving company with fifteen (15) years verifiable experience in moving public
libraries.
8.2. The contractor must supply a project manager and crewmembers with knowledge of the English language.
8.3. The contractor must have at least fifteen (15) years' experience in shelving library books and materials of 50,000
volumes or more.
8.4. Contractor must demonstrate experience with verifiable references and a list of ten (10) public library moves
within the last year and the number of volumes moved.
8.5. The contractor must present a complete detailed work plan for accomplishing the move.
8.6. The contractor must designate a project manager who shall serve as the contact for all activities associated with
the project.
8.7. Project manager is to be a professional library relocation service specialist. Also required is a second full-time
library relocation specialist on site during the project.
8.8. The project manager and all staff must have demonstrated knowledge of the Dewey Decimal system.
8.9. The contractor will be responsible for supplying the adequate amount of equipment needed to complete the
project.
8.10. The contractor must take precautions that the Casa De Oro Branch Library's property, equipment, furniture, floor
covering and carpet, are not damaged. If damage does occur during this project, the contractor will be responsible
for any damage.
8.11. The contractor shall provide protective covering in the form of corrugated cardboard for all columns in traffic
areas. In addition, appropriate protective covering shall be used for the end panels of shelving and floors.
8.12. The project manager and all staff must always conduct themselves in a professional manner when at the Casa De
Oro Branch Library site.
8.13. Contractor will provide appropriately sized vehicle(s) to transport the collection to the new facility.
8.14. Demonstrate knowledge of shelf fill ratios.
8.15. Employ a minimum of eight (8) professional library relocation specialist workers on staff.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
F. PAYMENT SCHEDULE
Item Deliverable Description Total Price
Library relocation services: move planning, project management, consultation, loading
1 collection in order, and transportation of the existing collection to the new library and shelving $
collection by genre.
Opening Day Service: unpack, organize in Dewey decimal, alphabetical, and genre order of
2 $
approximately 12,300 items, and moving approximately sixty (60) boxes of supplies.
3 Additional Items (Please Describe) $
Grand Total $

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13182
DEPARTMENT OF GENERAL SERVICES
LIBRARY RELOCATION SERVICES
G. DRAFT AGREEMENT
The County's contract with the successful Offeror(s) will be based upon the following Draft Agreement, structured as
follows:
Draft Agreement
Exhibit A - Statement of Work
Exhibit B - Insurance Requirements
Exhibit C - Payment Schedule
Exhibits A (Statement of Work) and C (Payment Schedule) will be added during contract finalization. Offerors will be
deemed to have accepted the Draft Agreement and Statement of Work, except where Offeror has taken clear exception in
its quote in accordance with and when provided for in the Submittal Items.
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