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 firstname.lastname@example.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
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-
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
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.
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.
Salt Lake City’s new branch libraries will
1Meet the library services needs of the neighborhood through the
engagement of as many residents as possible in the program planning and
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
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
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
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
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.
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.
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.
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.
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
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.
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
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
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
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.
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
(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
(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
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
Applicants shall not discriminate against employees and applicants for
employment on any unlawful basis.
All questions regarding the Request for Proposals shall be in writing by email to
Colleen McLaughlin at email@example.com. Answers to questions will be
copied to each applicant that provides an email address as part of the
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
Late proposals will not be considered.