REQUEST FOR PROPOSALS
Library Programmer Services for Lawrence Public Library
Expansion Project
Responses due June 30, 2005
Lawrence Public Library
707
Vermont Street
Lawrence, KS 66044-2371
GENERAL INFORMATION & PROJECT DESCRIPTION
The City of Lawrence is seeking interested and qualified firms to be the Library
Programmer of a public library expansion project to be located at the library’s
current location, 707 Vermont Street, in downtown Lawrence, Kansas.
Recently, the Library engaged community stakeholders, City officials, members
of the Library Board and other constituency in a preliminary, master-planning
process to determine the general scope for an expanded public library facility.
While the resulting document, the New Direction Task Force report, has not been
formally adopted by the City, it will serve as the basis for this next stage of
development. Subsequently, the City of Lawrence and the New Directions Task Force has hired
Gould Evans Associates as the Prime Consultant for the public library project.
An additional interest of this project is to explore how several current uses,
including the existing Aquatic Center, parking, retail shopping, residential uses and other significant
elements could influence the design and utility of an expanded public library
facility.
BACKGROUND
The Lawrence Public Library, 707 Vermont Street, currently occupies a building of
approximately 45,000 square feet that was built in 1972 and expanded in 1992.
Circulation has grown to over 850,000 items per year. People enter the building
over 500,000 times per year. The local population has doubled since the present
Library facility was constructed. Library usage has tripled in that same time
period.
The Lawrence Public Library staff and board recognize that the library facility
is overcrowded and inadequate. The library facility must be redesigned,
expanded and revitalized in order to meet the informational and library needs
of our growing community.
The initial report regarding expanded library facilities and services, the New
Direction Task Force report and related material, may be viewed at:
http://www.lawrence.lib.ks.us/newdirection/
ROLE OF LIBRARY PROGRAMMING CONSULTANT
The role of the Programming Consultant will be to act in concert with Gould
Evans in developing a program for the Lawrence Public Library New Direction
Task Force and to provide experience, leadership and direction throughout the
programming process.
The
resulting program would present future directions to guide library service
responses and facility requirements. The programming consultant role will be to
assist the community in visualizing an expanded Lawrence Public Library
facility that will serve as a community crossroads and intellectual commons,
and as a “destination” or “experience” public library. Particular emphasis
must be placed on development of expanded service areas. For context in
planning, there is also a need to identify problems with the existing facility,
such as shelving height, lobby noise, lack of seating, etc.
Specific Library Programmer scopes of services may be found in Exhibit A,
attached herewith.
THREE PHASE SELECTION PROCESS
In order to select a Library Programmer, the Lawrence Public Library New
Direction Task Force shall proceed with a three phase process beginning with a
Request for Proposals, then Request for Additional Information, and then
finally, Agreement for Services.
Phase One – Request for Proposals
The following information shall be submitted digitally:
Phase Two – Request for Additional Information
After evaluation of Phase One submittals it is anticipated that two to four
respondents will be asked to participate in Phase Two. During Phase Two,
respondents may be asked to participate in an interview and/or make a
presentation to the New Direction Task Force.
Phase Three – Agreement for Services
The successful respondent, as recommended by the Task Force and the Library
Board of Trustees to the Lawrence City Commission, will be invited to enter
into an Agreement for Services. The purpose of this phase will be to reach
mutual agreement on the scope of work.
The City of Lawrence reserves the right to reject any and all responses, to waive
informalities in the response process, and to select the firm deemed most
advantageous to the City of Lawrence.
FEE
Respondents will submit a fee proposal indicating the form and level of
compensation required to provide consultant services. Either a lump sum or
hourly rate (with a guaranteed maximum) form of compensation will be
considered. The lump sum must include all related expenses, such as copies,
drawings, telephone calls, travel, etc.
SALES TAX EXEMPTION
Kansas public libraries and
the City are exempt from payment of Kansas sales tax.
SCHEDULE
Selection of a contract is expected to occur in July 2005. Work under this
agreement is anticipated to start immediately after the contract is awarded,
and must be completed by September 15, 2005.
RESPONSE SUBMITTAL
Firms should submit their sealed Request for Qualifications responses no later
than 4:00 p.m. on June 30, 2005 to:
Mr. Bruce Flanders, Library Director
Lawrence Public Library
707 Vermont Street
Lawrence, KS 66044-2371
Responses shall be clearly marked: “Library Programmer Services for Lawrence
Public Library Expansion Project”
QUESTIONS
Firms having any questions with regard to this project are encouraged to
contact Bruce Flanders, Library Director, Lawrence Public Library by phone:
(785) 843-3833, or by email: bflanders@lawrence.lib.ks.us.
EXHIBIT A
Library Programmer - Scope of Services Outline
Provide a building
assessment identifying library service deficiencies in the existing Lawrence
Public Library.
Develop a numerical program including square foot and adjacency requirements. Address all aspects of library service, including but not limited to:
· Reference and readers’ services
· Circulation service
· Services to special populations (children, YA, seniors)
· Collections (print, A/V, digital)
· Special collections (such as local history room)
· User seating
· Collaborative study areas and rooms
· Staff space (departmental, administrative, outreach)
· Technical Service areas
· Storage areas
· Programming and training spaces
· Meeting rooms
· Exhibit and display spaces
· Technology integration
· Interior furnishings
· Shelving and display equipment
· Building security
· Infrastructure (lighting, acoustics, wiring, HVAC, ADA)
· Strategies for reducing life cycle costs
· Sustainable architecture / green building concepts
· Impacts on library operating costs
· Parking
Process for developing needs assessment and library program report and recommendations: