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Public Library Collection Building Proposal - PDF


Public Library Collection Building Proposal document sample

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									                     SHAKER HEIGHTS PUBLIC LIBRARY


Applicants must possess an accredited degree in architecture, be a member of AIA, and
be licensed to practice architecture in the state of Ohio.

Experience in public library construction is preferred, and the ability to provide library
interior design services or work with a library interior design consultant is required.
Normal work expectations must be adjusted downward to reflect the tasks performed by
a design consultant should such not be provided by the architectural firm. A fixed fee is
required of all applicants.

Shaker Heights Public Library began service to the community in 1922 in a schoolroom.
The Library Board was formed in 1937 and opened a storefront library in 1938 on Lee
Road. In 1951, Shaker Library opened its first building at 3450 Lee Road. Through the
years, library services and collections increased and the library decided to sell its
building and renovate the former Moreland School. The renovation was completed in
August 1993 and the project was overseen by Blunden Barclay Associates. In 1996, a
joint School-Library Bond Issue yielded $1 million for the renovation of half of the Main
Library second floor. This renovation was competed in December 1998 by David
Holzheimer & Associates, and provided five (5) meeting rooms, a Quiet Study Room,
Public Computer Center, Teen Center and 92-foot display wall, which is used to exhibit
local artists' artwork.

Bertram Woods Branch Library dates to 1960 and was expanded in 1997. Bialosky and
Associates oversaw the addition of a children’s room and basement to the Bertram
Woods Branch in 1991, and in 1993 a Reading Garden was added. The Branch was
refurbished in 2003 by Meehan Architects.

Shaker Library is one of nine library systems in Cuyahoga County that share Public
Library Fund (PLF) revenues from the State of Ohio. The PLF represents 35% of the
library's annual income. Local property taxes provide the largest share of revenue at
58%. Total receipts for 2007 are projected to be approximately $5.5 million. In March
2008, 74% of the voters approved a 4-mill operating levy, which goes into effect in
2009. Shaker Library also received $1.5 million from a 2004 School-Library Bond Issue,
of which $.9 million remains to be used for capital improvements at the Main Library.

Automated library services are provided through membership in the CLEVNET
consortium, which is operated by the Cleveland Public Library. This group connects
Shaker Heights Public Library and its customers to more than thirty library systems in
nine counties. Through the Greater Access Card, CLEVNET members share their
combined resources, as well as those of the Cuyahoga County Public Library. Shaker
Library is heavily used by the community with an average 40 items per capita usage -
one of the best in the country.

In the spring of 2004, Collins Gordon Bostwick Architects were hired to conduct a
Capital Needs Cost Assessment to determine the costs to be paid from the anticipated
funds from thee joint school-library bond issue. The firm provided both minimum and
maximum estimates for the various work projects in its July 2004 report. This Request
for Proposal will use the maximum estimates (when they are available) for itemizing the
various costs.

Much of the Capital Needs Cost Assessment study was devoted to the renovation of
unfinished sections of the second floor of the Main Library, including the extension of
the HVAC system to that portion of the building. Other major items listed were
replacement of the old slate roof, installation of a security system for library materials,
expanding and finishing current crawl space area for storage purposes, and enhancing
the capacity for technology.

Since the 2004 study was completed, some of the capital improvements have been
made. The roofing restoration project was completed in the spring of 2006; library
security systems were installed at both library locations in 2006, and an initial payment
on an automated print and time management system for public computers was made in
2006. Work on the Main Library front doors was finished in early 2007.

Much of the year 2007 was spent in community-based strategic planning to determine
the path for future library services and a staffing study and organizational analysis was
completed in May 2008. One of the major recommendations of the strategic plan was to
make the Main Library a “comfortable place” with “safe and welcoming physical spaces”
for the public. Specific capital needs to be addressed included: 1) remodeling of public
restrooms, 2) designation/creation of an enclosed family computing area, 3) purchase of
lounge furniture for areas where the public can sit quietly and read, 4) better display
shelving in various parts of the library, 5) group seating for public computer access, 6)
new space for the local history collection, 7) conversion of the Moreland Room into a
café, and 8) the creation of a permanent after-school homework center.

The Board of Trustees has approved the renovation of the public restrooms on the first
floor of the Main Library, as well as for the purchase of lounge chairs to replace the
worn furniture on that level. Work is also underway to expand Internet bandwidth via
Shaker Library' connection with CLEVNET and to provide wireless capacity throughout
the main building.

The recommendations of the Staffing Study & Organizational Assessment include: 1)
the removal of the Fiction service desk; 2) the elimination of the Movies & Music and
main checkout desks with the addition of self checkout stations, self-service holds
shelves, and staff monitoring station; 3) the implementation of “roving reference” service
and the elimination or reduction in size of the current Information Desk, and 4) the
reconfiguration of public computers for ease of supervision.
Part of the process for the firm selected will be to help library staff in finalizing the
design and layout of the areas to be finished, renovated, or reconfigured. Consideration
should be given to both physical limitations of the building and the financial resources

When surveyed, the library’s supervisory staff prioritized facility needs in this order:
1) Homework Center, 2) Family Computing, 3) Café in Moreland Room, 4) Computer-
Training Center, 5) Move the Administrative Office to the 2nd Floor, 6) Group Study
Rooms, 7) Newly equipped meeting rooms, 8) Computer work/storage room

Structural concerns revolve around the load bearing capacity of the second floor, which
was not designed to hold the weight of standard library book stacks. There are
questions as to whether the Local History Collection, currently housed in the Moreland
Room, could be relocated in a satisfactory layout on the second floor.

Other concerns revolve around the design of public spaces on the Main Library first
floor. The strategic plan calls for a variety of sections to be reconfigured with attractive
display shelving. Visitors must feel that it is safe, inviting, and comfortable, and way
finding must be intuitive, or take little effort, within the facility.

The Staffing Study & Organizational Assessment calls for the elimination of various
service desks and the addition of self-service checkout stations with staff monitoring
desks at both library locations. The study also recommends that open shelving be
made available to the public for the institution of customer pickup of library items on

Thought should be given to the possible dual use of spaces. (e.g., an area designated
for family computing during the daytime might easily be converted for use as a
homework center during after-school hours. Might a similar flexible arrangement be
made between the Training Lab and the Computer Center? Could current meeting room
space be used for other purposes? Would a redesigned Quiet Reading Room be as
effective with a smaller footprint? Could a café be built at the entrance on the east side
of the Main Library building, which could also be used as a used bookstore or gift shop?

Physical Upgrades                                  Partial Costs   Total Costs

1. Extending HVAC system on 2nd floor*                             $185,000
       a. air handling unit tied to system         $80,000
       b. associated roofing and carpentry         $30,000
       c. upgrade of central plant                 $35,000
       d. system including ductwork                $40,000

2. Finishing interior space on 2nd floor *                         $400,000

3. Making storage area in crawl space*                                $97,000
      a. concrete slab and subbase                 $38,000
      b. ventilation and exhaust for area           $8,000
      c. addition of electrical and lighting       $15,000
      d. temporary openings for access             $10,000
      e. addition excavation required               $8,000
      f. lift to move stored items                 $18,000

4. Technology Upgrades                                               $57,000
      a. server, cabling, conduit                  $12,000
      b. security cameras at both locations        $45,000

5. First floor Main Library enhancements*                            $52,000
        a. lounge chairs                           $20,000
        b. restroom renovation material            $32,000

6. Self service & “roving reference” design                          $75,000
        a. Bertram Woods Branch                    $25,000
        b. Main Library                            $50,000

7. Fees and contingency                                             $121,000

Total                                                              $1,000,000

*Requires architectural and/or design services


Each submission must include all of the information requested on the attached
“Requirements for Statement of Qualifications” page. In addition, costs must be broken
down (on the attached bid sheet) according to the following:

      1.     Itemized costs to extend the HVAC system to the entire Main
             Library second floor, to finish all unfinished interior spaces on that
             same level, and to create a new storage area from the current crawl
             space on the ground level of the building.

      2.     Itemized costs related to design work for new lounge chairs and
             “roving reference” service/station on the first floor of the Main
             Library and the development of self-service checkout and staff
             attendant stations at both library locations.

      3.     A proposed timeline for establishing the design of each branch.

      4.     Specific recommendations on implementation and staging to
             contain costs and maintain operations.

Deadline     4 p.m. Monday June 9, 2008

Please send ten (10) copies of your proposal to be received no later than 4 p.m.
Monday, June 9, 2008, to the attention of:

                            Mr. Luren E. Dickinson, Director
                             Shaker Heights Public Library
                              16500 Van Aken Boulevard
                              Shaker Heights, OH 44120
                                  216-991-2030 Voice
                                  216-991-5951 FAX


       June 2008:           Review submitted proposals and select no more than
                            four (4) finalists.

       July 2008:           Host presentations by finalists and make selection of

       August 2008:         Begin work with architect, in conjunction with Board and
                            staff, to finalize design with appropriate input from partnering
                            organizations and the community.

       October 2008:        The Board will approve renovation plans and solicit
                            construction bids.

       November 2008:       Bids will be approved and work will begin.

       September 2009:      Renovation work will be completed.


Shaker Heights Public Library reserves the right to reject low bids based upon quality
and other considerations, as well as to accept all or any part of a bid. Contract(s) will be
awarded based upon the lowest responsive and most responsible bid.


  A. Organizational information

        1. Name, address, phone, fax, e-mail, contact person(s)

        2. Brief history and description of firm, including resumes of key personnel to
           be assigned to this project.

        3. List of all library or related projects completed within the last five years,
           currently under construction, or currently being designed, including:

                 a. Name and location

                 b. Scope of project and current status

                 c. Construction cost

                 d. Contact information at library or location

        4. Description of budgeting, cost and quality control procedures.

        5. Brief description of the firm’s approach to planning, designing and
           implementing the project.

        6. Expertise and strengths of the firm.

        7. Any additional information the firm feels is pertinent.

  B. Architectural Fees

        1. Cost breakdown as specified

        2. Provision of a total fixed cost for architectural work

        3. Additional expense, if any, for qualified, full-time onsite supervision

Extension of HVAC system on 2nd floor*
      a. air handling unit tied to system                $_____________
      b. associated roofing and carpentry                $_____________
      c. upgrading of central plant                      $_____________
      d. system including ductwork                       $_____________

                             Subtotal                    $_____________

Finishing interior space on 2nd floor
      a. finishing of unfinished space                   $_____________
      b. other (specify)_______________________          $_____________

                             Subtotal                    $_____________

Making storage area in crawl space
     a. concrete slab and subbase                        $_____________
     b. ventilation and exhaust for area                 $_____________
     c. adding electrical and lighting                   $_____________
     d. temporary openings for access                    $_____________
     e. addition excavation required                     $_____________
     f. lift to move stored items                        $_____________

                             Subtotal                    $_____________

First floor Main Library enhancements
        a. furniture design, layout, and selection       $_____________
        b. 20 lounge chairs                              $_____________

                             Subtotal                    $_____________

Self-service & “roving reference” design
       a. design and layout for both locations           $_____________
       b. 6 self service stations and 3 staff stations   $_____________
       c. 6 self service checkout machines               $_____________

                             Subtotal                    $_____________

Fees and contingency                                     $_____________

Other Costs (specify)_________________________           $_____________

TOTAL                                                    $_____________

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