Request for Proposals

    Community Involvement, Programming and Site Selection for a New
                      Glendale ...
listed proposals.

   6. The Committee selects the proposal, which, based on the ability to meet
      the criteria appear...
engagement of as many residents as possible in the program planning and
   review process
   2Emphasize the unique identit...
7Design and implement a process and evaluation criteria for the selection of a
   site from a list of potential locations
...
Marmalade Branch Library
The Consulting Agreement shall grant the Library the option, but not the
obligation, to enter int...
that process along with all other bidders on an equal basis.

Negotiation of Fees/Awards of Contract
The Director of the S...
Public Information
Information contained in the proposals will be available to the public upon inquiry
immediately followi...
Applicants shall not discriminate against employees and applicants for
employment on any unlawful basis.

Questions
All qu...
Upcoming SlideShare
Loading in …5
×

RequestforProposalG.doc

337 views

Published on

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
337
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
1
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

RequestforProposalG.doc

  1. 1. Request for Proposals Community Involvement, Programming and Site Selection for a New Glendale Branch Library Salt Lake City Public Library System 210 East 400 South Salt Lake City, Utah 84111 Proposal Due Date and Time: March 10, 2010 at 6pm Issuer: Salt Lake City Public Library Performance Bond: None Number Of Copies: 12 Return Proposal To: Salt Lake City Public Library 210 East 400 South Salt Lake City, Utah 84111 Attn. Colleen McLaughlin For Further Information: For further information, please contact Colleen McLaughlin at cmclaughlin@slcpl.org Proposals submitted late or by facsimile or email are unacceptable and may be grounds for rejection. Request for Proposal General Processing and Selection Procedures The following general procedures will be used in the selection of vendors to provide professional services. 1. A Selection Committee will be created to receive and evaluate proposals. 2. The Committee prepares a project description, criteria for selection and requirements for the specific contract. A proposal package is mailed to interested firms and legal notices of the intent to contract for services are established. 3. 3The Committee receives written proposals. The proposals should include all requested elements as outlined below. 4. The Committee reviews and evaluates the proposals based on an established selection criteria and a comparison of all proposals. 5. The Committee interviews consultants of short-listed proposals and evaluates based on an established criteria and a comparison of short-
  2. 2. listed proposals. 6. The Committee selects the proposal, which, based on the ability to meet the criteria appears to be the most advantageous selection for the Library, subsequently recommends contract award to the Director of the Library and the Library Board. 7. The contract is presented for approval to the Director of the Library. Statement of Work and Services to be Provided The Board of Directors of the Salt Lake City Public Library seeks a qualified Consultant to develop and implement a community input process, prepare a comprehensive building program and facilitate site selection for a new branch library in Salt Lake City’s Glendale neighborhood Background Information The Salt Lake City Public Library System consists of a 240,000 square foot Main Library in downtown Salt Lake City and five branch libraries ranging in size from 8,000 square feet to 14,900 square feet. The City Library System is a public agency of Salt Lake City and is governed by a nine member policy-making Board of Directors appointed by the Mayor and City Council. Funding is provided through a dedicated and independent tax levy on property in Salt Lake City. The City Library's commitment to quality buildings and services have made it a world-class library system and highly valued community asset. For the last two years, Library Journal has ranked the Salt Lake City Public Library and its five branches with the highest possible 5-star ranking. The City Library rated second best in its population category based on per capita circulation, visits, program attendance, and public Internet use. Salt Lake City was compared to 7,268 libraries across the nation. Glendale Neighborhood The Glendale community is located on Salt Lake City’s west side which historically has been a diverse neighborhood. Nearly 43 percent of Glendale’s 24,000 residents have an annual income of less than $35,000. Fifty-two percent of the population is white and nearly forty-four percent is Latino. The median age is 27.4 with a large number of residents under the age of 18. In August 2009, the Salt Lake City Council approved an increase to the Library’s tax rate for the planning and construction of new branch libraries in the Glendale and Marmalade neighborhoods. Glendale is scheduled to proceed first with Marmalade to follow on a subsequent track a few months later. Project Goals Salt Lake City’s new branch libraries will 1Meet the library services needs of the neighborhood through the
  3. 3. engagement of as many residents as possible in the program planning and review process 2Emphasize the unique identity and character of the neighborhood 3Serve as a catalyst for activation and development in the surrounding areas by integrating the projects effectively with existing City Master and Area Plans 4Be convenient and accessible by maximizing pedestrian/non-auto accessibility and providing adequate parking for a variety of vehicles 5Provide a lasting and appealing amenity that creates a growing sense of pride and ownership in the library and the neighborhood as a whole 6Build upon current neighborhood amenities and avoid redundancy 7Integrate the newest library technologies and architectural innovations to meet community needs 8Optimize flexibility in overall design to ensure responsiveness to a changing community 9Provide appealing environments to gather and hold meetings 10Integrate planning for public art early in the design phase 11Use outdoor spaces to enhance activity, functionality and the potential for seasonal activities 12Be delivered on time and on budget 13Use local services and vendors when possible 14Use high quality, durable materials within budget constraints 15Be ADA compliant 16Achieve the highest LEED certification possible Objectives and Scope of Services In collaboration with the Library Director, Library Board, Branch Steering Committee, library staff, and community, the program consultant will develop a comprehensive community needs assessment and building program (Report) based on functional requirements for a branch library that meets the unique needs of Glendale residents. The Report should, at a minimum 1Engage neighborhood residents in a public process to assess needs and develop goals to describe a new library for the community. This will include the development and implementation, in collaboration with library staff, of a number of community meetings and workshops with library user groups, library staff and members of the community. 2Recommend an ongoing public information plan for the project 3Recommend final building size 4Recommend and/or describe general exterior and interior planning considerations, including technical requirements, lighting, all mechanical systems, use of telecommunications and automated systems, parking and access 5Describe all assignable areas – function, space relationships, environmental needs, and include a preliminary listing of furniture and furnishings, including shelving and equipment 6Recommend and describe the unassignable space allowances
  4. 4. 7Design and implement a process and evaluation criteria for the selection of a site from a list of potential locations 8Recommend a project schedule and fully assess costs associated with completing the desired program Consultant will provide the library with 20 copies of the draft Report and one reproduction-ready original from which copies can be made. Upon critique and final approval, the Consultant shall prepare 50 copies of the final document and one electronic version from which copies can be made. Statement of Proposal and Qualifications Please provide the library with a concise statement of proposal and qualifications. It should include the following information and any other specific material which you feel is important for consideration. 1Name, address, telephone, fax, and e-mail address. 2Type of organization (individual, partnerships, corporation, or other) 3General background, including length of experience, background, education, recent projects, and achievements. If working as a team, please provide background information for each individual team member. Provide resumes for each participant and note specialized skills as appropriate. 4Statement of project understanding and proposed project methodology. Include detailed time line for sequence and completion of scope of service. Estimate time anticipated for each element of the project. Please outline the desired participation of staff and community, including steps that will be used to involve and build consensus on the project. 5References and completed projects. Please identify and describe at least three recent, completed projects in which the consultant has personally participated that demonstrate the skills and success of the consultant with a comparable project. Include client name, position, and current contact information for references. 6Copies of two building program documents or final reports for similar projects as a sample of work. 7Please respond to the following questions (one page or less for each) o Why should you be selected as the consultant o What is the public library’s role in the community Consultant is responsible for all costs associated with preparing the proposal. Fee Structure Include a description of the manner in which fees for services will be calculated for each phase of the project and for each individual involved. Costs should also include the estimated number of days of work, number of site visits, and estimated travel and reimbursable costs for each individual. Cost proposal should include a “not-to-exceed” fee for each aspect.
  5. 5. Marmalade Branch Library The Consulting Agreement shall grant the Library the option, but not the obligation, to enter into a similar Consulting Agreement with respect to the Marmalade Branch Library. Schedule A tentative schedule calls for all programming work to be completed by September 1, 2010. Final schedule is contingent upon final approval of a work process and plan, to be reflected in the Consulting Agreement. Evaluation Criteria 1Experience and qualifications. Demonstrated knowledge of planning, management, and space and service evaluation skills. Relevant experience, qualifications, and proven success with comparable team and community projects. 2Understanding of the project objectives and scope; responsiveness and completeness of proposal submission. 3Ability to communicate. Consultant must have the ability to work effectively in a group and build consensus with the Director, Board, Branch Steering Committee, library staff, and the community. 4Appropriate specialized expertise of consultant and team members. 5References and examples of successful previous work. 6Overall evaluation of consultant’s ability to fully and successfully accomplish the scope of work within the given time frame. 7Proposed cost and fee structure. Selection Process A selection panel, composed of members from each of the two Branch Steering Committees and the Library Director, will review all submissions and consider them in relation to the selection criteria described under Evaluation Criteria. On- site or telephone interviews may be required following selection of finalists and will be conducted at the expense of the candidates. This Request for Proposals is issued by the Library Director. The Library shall have no obligations to the Consultant until a Consulting Agreement is approved by the Board of Directors and signed by the Library Director. The Library shall be the sole judge as to which proposal best meets the selection criteria in its sole discretion. Architectural Services The Consulting Agreement shall include a provision pursuant to which the Consultant (if the Consultant is an architect) acknowledges and agrees that the contract for architectural services for the actual construction of the Glendale Branch Library shall be awarded in accordance with a separate bidding process at a later point, and that if the Consultant (if the Consultant is an architect) desires to provide such architectural services, it will be required to participate in
  6. 6. that process along with all other bidders on an equal basis. Negotiation of Fees/Awards of Contract The Director of the Salt Lake City Public Library will endeavor to negotiate an Agreement for Services and a fair and reasonable fee with the applicant found to be most qualified by the Selection Committee. The Library will provide the applicant with a proposed form of Consulting Agreement. The Library expects the applicant selected for award of the contract to execute the Consulting Agreement proposed by the Library. The Library may, at its sole discretion, negotiate modifications to the terms and conditions of the proposed Consulting Agreement at the request of a selected applicant. The Library is not required to accept any of a selected applicant’s suggested modifications to the proposed Consulting Agreement and may decline to further negotiate with any selected applicant that is proposing terms of agreement unacceptable to the Library. The Library is not bound by the selected applicant’s fee proposal in negotiating a fair and reasonable fee. In determining a fair and reasonable fee, the Library may take into account the fee proposals of other short-listed applicants but shall not communicate to any short-listed applicant the fees proposed by any other short- listed applicant until all information shall become public at the time of the execution of a Consulting Agreement between a selected applicant and the Library. If the Director of the Library is unable to negotiate acceptable terms and a fair and reasonable fee with the applicant found to be most qualified, the Director of the Library will terminate such negotiations and will begin negotiations with the applicant ranked the next most qualified by the Selection Committee. If after negotiations with each of the short-listed applicants recommended by the Selection Committee, the Director of the Library has not negotiated acceptable contract terms and a fair and reasonable fee with a short-listed applicant, the Director of the Library may request additional recommendations from the Selection Committee or reopen negotiations (in order of recommendation) with the originally recommended short-listed applicants. At any time, the Library may reject all proposals. Withdrawal of Proposal Proposals shall not be withdrawn and shall remain open for acceptance by the Library for a period of sixty (60) days after the time and date set for the opening of proposals. Library Property All proposals, including attachments, supplementary materials, addenda, etc. shall become the property of the Library and will not be returned to the applicant. The Consulting Agreement shall include a provision pursuant to which the Consultant states that it understands and agrees that all materials, information and documents that are submitted to the Library, including without limitation all copyright and intellectual property (such as architectural designs and elevations) are owned by the Library.
  7. 7. Public Information Information contained in the proposals will be available to the public upon inquiry immediately following the execution of a written agreement with the selected Consultant by the Library. Rights and Obligations The Library reserves the following rights with respect to this Request for Proposals: (a) To waive any informality or irregularity in Proposals received or in the selection procedures in the interests of the Library. (b) To request additional information or submissions at any time during the selection process. (c) To supplement, amend, or otherwise modify the terms or schedules set forth in this Request for Proposals. (d) To conduct all investigations and background checks necessary for adequate evaluation of the Proposals and applicants. (e) To reject any and all Proposals or parts thereof and re-solicit this Request for Proposals. (f) To decline to award a contract as a result of this Request for Proposals. Indemnity of Library Each applicant shall indemnify, defend, and hold harmless the Library and Salt Lake City Corporation, and their officers, directors, employees, consultants, and agents from and against any and all expenses, claims, and/or other liabilities of any nature whatsoever which may be suffered by the applicant or any of its members, employees or agents as a result, directly or indirectly, or participation in the selection process of this Request for Proposals. Waiver of Protest A consultant, by submitting a response to the RFP, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of the RFP, the Library's selection of a consultant with whom to enter into negotiations, the Library's rejection of any or all responses and any claims regarding the Library’s execution of a consulting agreement with any other consultant pursuant to a response to the RFP or otherwise. Equal Employment Opportunity
  8. 8. Applicants shall not discriminate against employees and applicants for employment on any unlawful basis. Questions All questions regarding the Request for Proposals shall be in writing by email to Colleen McLaughlin at cmclaughlin@slcpl.org. Answers to questions will be copied to each applicant that provides an email address as part of the application. Submission of Proposals Please submit twelve copies of all documentation by 6:00 p.m. (Mountain Standard Time) Monday, March 10, 2010 to: Christine Koldewyn, Library Director’s Office The City Library, Fifth Floor 210 East 400 South Salt Lake City, UT 84111 (801) 524-8201 Late proposals will not be considered.

×