2003/04/08 City Council Resolution (14)RESOLUTION NO. 2003 -64
A RESOLUTION OF THE COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND APPROVE A
REIMBURSEMENT AGREEMENT WITH THE SONOMA COUNTY LIBRARY FOR
THE RELOCATION OF THE LIBRARY
WHEREAS, on March 31, 2003, the City received quotes from movers to relocate the
Library; and
WHEREAS, the lowest responsive responsible quote was in the base bid amount of
$22,560.00, plus a potential total add alternate amount of $2,500.00; and
WHEREAS, the Sonoma County Library wants to contract with a mover of its choice
that is significantly higher than the low bid amount; and
WHEREAS, the Sonoma County Library has agreed to be responsible for the move with
a reimbursement commitment from the City in the amount of the lowest responsive responsible
quote
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize the City Manager to negotiate and approve the reimbursement
agreement with the Sonoma County Library for relocation of the Library in the not to exceed
amount of $25,000.00
DULY AND REGULARLY ADOPTED this 8th day of April, 2003.
ATTEST:
CITY OF ROHNERT PARK
I ayor
FLORES: AYE MACKENZIE: AYE NORDIN: AYE SPRADLIN: AYE VIDAK- MARTINEZ: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
LETTER AGREEMENT — LIBRARY MOVE
The City of Rohnert Park and the Sonoma County Library wish to document in this
Letter Agreement their mutual understanding of the steps that will be taken to move
the Rohnert Park branch of the Sonoma County Library from its present location to its
new location on City Hall Drive, as follows:
1. On April 10, 2003 the parties executed the Lease Agreement for the new library.
2. Attached to this Letter Agreement is a document entitled "Move Schedule" which
City Council sets forth the various tasks that must be accomplished for a successful and timely
move of the library.
Vicki Vidak- Martinez
Mayor 3. The Old Library will close permanently on Saturday, April 26, 2003. The last day
Gregory A. Nordin of operations at the Old Library will be Friday, April 25, 2003.
Vice Mayor 4. Notwithstanding the closure of the Old Library, an Interim Library Drop Location
Armando F. Flores will be maintained at the Old Library from Tuesday, April 29 through and
Jake Mackenzie including Friday, May 9, 2003. The Interim Library Drop Location will be moved
Arnie L. Spradlin to the New Library on Monday, May 12, 2003 and will remain in service at that
Councilmembers location through Saturday, May 24, 2003.
5. The City of Rohnert Park agrees that it will complete, or cause to be completed,
City Manager Carl Eric Ler all those tasks identified as "Constructed Related Items" in accordance with the
schedule set forth on the Move Schedule.
Betsy Strauss
City Attorney 6. The Sonoma County Library agrees that it will complete, or cause to be
completed, all those tasks identified as "SCL Move to New Library" in
accordance with the schedule set forth on the Move Schedule.
Sonoma County Library and the City of Rohnert Park will jointly fund the Library
Move. The City of Rohnert Park received three bids from library movers. The
lowest bidder was not qualified. The second highest and highest bidders are both
qualified. Sonoma County Library has chosen to use the services of Hopley
Movers, because of past excellent experience and service, and is willing to pay the
difference between the second highest bid and the Hopley Movers bid.
8. The City of Rohnert Park will contribute $22,560 to payment of the base bid;
$360 to Alternate 1 and $720 to Alternate 2. Sonoma County Library will
contribute $9840 to payment of the base bid; $145 to Alternate 1 and $880 to
Alternate 2.
Carl Eric Leivo
City Managr
DATED: tm--?
SONOMA COUNTY LIBRARY
Per Resolution No. 2003 -64, adopted by the Rohnert Park City Council at its meeting of April 8, 2003,
6750 Commerce Boulevard - Rohnert Park CA • 94928 -2486 - (707) 588 -2226 - Fax (707) 588 -2263
www.rpcity.org
ROHNERT PARK LIBRARY
MOVE SCHEDULE
ID
Task Name
Duration
Start i
Finish iSjM1TIWIT
FISISIMIT IWITJ FISjS=M TjWITI F IS ISI MI TIWiTI F(S IS SMMWi Ti F!SjSIMIT!WIT 1x5!51 MITI wI I1 rl5 l 5tM11 =vrI r! ii Ml�
1
Council Approval of Final Lease
0 days
Tue 418103'..
Tue 418103
2
Executed Lease Delivered to Sonoma County Library
0 days
Thu 4110103
!
Thu 4110/03
1
170 i
3
Old Library Public Closure Notification
10 days
Mon 4/14/03
Fri 4/25/031
4
Old Library Closure
0 days
Sat 4 /26/03.
Set 4/26/031
i
426
5
Interim Library DroplHold Location
20 days
Tue 4/29103
I
Sat 5124103 j
6
Interim Library Drop Location (Old Library)
9 days
Tue 4129/03
Fri 519103 f
MIMI
7
Move Interim Library Drop Location
1 day
Mon 5/12103
Mon 5/12!03
6
Interim Library Drop Location (New Library)
10 days
Tue 5/13103
Sat 5/24103
9
SCL Move to No Library - -
26 days
Mon 4121103
1
Sat 5124103 j
I
10
Technology Move
15 days
Mon 4121/03
I
Fri 5/9103
11
Furniture Move
1 day
Mon 4/28103
Mon 4128/031
! i
12
Shelved Book Move
8days
Tue4/29/03
I
Thu 518/03
13
Boxed Book Move
(day
Fri 619/03
Fri 5/9/031
i
14
Organize and Setup
15 days
Mon 515/03
Fri 5/23103
15
Target Opening Day
1 day
Sat 5 /24/03
Sat 5/24103
(!
16
Construction Related Items
10 days
Mon 4114103
Fri 4/25103 1
MMMMME
17
-- Finish Punch List Items
5 days
Mon 4114/03
Fri 4118/031
18
Punch Reviewl Keys to SCL
0days
Fri 4118103
Fri 4/18/031
4116
19
Completion ofMural -
0days
Mon 4121/03
Mon 4/21/031
�1
20
Removal Mural Scaffold
1day
Tue4/22103
Tue 4/221031
21
Carpet Mural Area/Bookstore /Conference Room
2 days
Wed 4123103
Thu 4124103
j
22
Remaining Bookshelves installed
(day
Fri 4125/03
Fri 4 /25/03'
1 23
Completion Exterior Library Painting
0 days
Fri 4/25/03
Fri 4 1251031
E4/25
Revised:4 /102003