The Library is scheduled to move into the new Library building this fall.  The work involves moving a collection of approximately 200,000 items including books, paperbacks, periodicals, audio materials, DVDs, micro media, newspapers, supplies and electronic equipment.  While staff will be able to prepare the items for the move, a moving company is needed to perform the physical move.  An RFP was advertised in the Billings Times on August 22 and August 29, 2013, as well as on the City's website.  Three proposals were received.  An RFP Committee consisting of Library staff reviewed the proposals on September 10, 2013.  One proposal was found non-responsive.  The two remaining proposals were reviewed by the committee and found to be responsive and within budget.    

The proposals were from

• Hallet & Sons Expert Movers, Inc. - $62,860
• Florida Library Designs, Inc. - $65,036

The committee recommends awarding the contract to the low bidder, Hallet & Sons Expert Movers, Inc. 

The City Council may:

• Approve the Moving Services Agreement with Hallet & Sons Expert Movers in the amount of $62,860; or
• Not approve the agreement and reject all proposals which would inhibit the move into the new Library building. 

A supplemental budget request in the amount of $75,000 was approved by City Council in the FY14 budget for this move and the recommended bid is well below the budgeted amount.

Staff recommends the City Council approve the Library Moving Services Agreement with Hallet & Sons Expert Movers in the amount of $62,860.