Request for Proposal
Space
Needs Assessment, Renovation, and Long Term Maintenance Program for the Webster
Memorial Library,
Decatur
Michigan
Introduction:
The
Van Buren District Library invites proposals for professional services from
vendors with demonstrated experience, knowledge, and expertise in library
planning, design, architecture, and maintenance to conduct a needs assessment, develop
a plan for renovations of several areas, and maintenance program for the
Webster Memorial Library. The Webster Memorial Library is located at 200 N.
Phelps St, Decatur Michigan 49045.
The
Van Buren District Library operates the public library system in Decatur, and
at six other locations throughout Van Buren County. The Webster location is the headquarters for
the Van Buren District Library. The
Webster Memorial Library building is owned and maintained by The Webster Trust.
The Webster Trust is responsible for building, renovating, and maintaining the physical
building for the library. In recent
years, the Trust has completely replaced the building’s HVAC system and updated
the roof.
Together,
the Library and the Trust are seeking a plan for long term maintenance,
upgrades and renovation to the building’s space so that we can meet the needs
of our patrons and staff well into the future.
Building History
The
Webster Memorial Library was built in 1960.
In 1991, after becoming a District Library, the library added an
addition to the north side of the building.
The “new” section of our building houses the adult collection and
computers. The older section houses the children’s
materials, local history, and community room.
Both sections of the building include a basement for storage, and the
basements do connect through a utility room.
There is only one elevator in the building going to the basement in the
old section.
Scope of Proposal
The
firm selected will work with VBDL staff and the Webster Trust to assess the
existing library facility in terms of functional layout, flexibility for future
needs, ADA compliance, aesthetics, staff and public needs, and related
criteria. The scope specifically
includes:
· Assessing the building’s mechanical
systems, including electrical, plumbing, HVAC, and structural, and determining
a long term plan for maintenance and replacement
· Determining the space and layouts of
the library based upon current use, trends, and safety concerns
· Developing a phased approach of
change that allows for completion to progress in a logical, cost effective
manner, minimizing disruption of library service to the community
· Deciding which furniture and
shelving may be reused in a new layout, and what furnishings need to be
replaced
· Developing preliminary conceptual
designs that show interior spaces with shelving and furniture layout
· Work products will include
conceptual floor plans, preliminary designs, and/or architectural/mechanical
drawings as appropriate to specific areas, as well as cost estimates
· Presentation of plan to the Library
Board and Webster Trust
· Administration of construction, if
warranted
· Purchasing of furnishings and other
materials if warranted
Specific Needs Include
· Public space: A comprehensive
reconsideration of how space is used within the library building including the children’s
area, adult area, and local history. The
plan must include a safer environment for children and a dedicated story time
area.
· Staff workspace: A comprehensive reconsideration of staff
workstations and how space is used throughout the staff workroom and office;
including replacement of furnishings
· The community room: Updating the community room, including
flooring, wall covering, and configuration
· Bathrooms: Updating the bathrooms, and possibly
expanding them
· Replacement of carpets and all
coverings throughout the building
· Assessing exterior and interior
mechanicals, including updates and projected life expectancy
Proposal Requirements
· A cover letter describing the firm
or individual, including name, address, phone, email, and fax of the contact
person
· A summary of the consultant’s
experience and qualifications
· References for at least three
previous clients
· Examples of completed interior work
· Examples of past projects that have
come in under budget and on or ahead of schedule
· A quote of costs for providing the
services listed within the scope of the proposal
· Any additional information deemed
helpful in the selection process
The Van
Buren District Library reserves the right to waive irregularities in and/or
reject any and all responses to this request for proposal. In order to be considered for selection, you
must complete and deliver an electronic copy and one paper copy of the proposal
by April 2, 2018 at 4:00 PM to:
Van
Buren District Library, Attn: Dan Hutchins, Director
200
N. Phelps, Decatur MI 49045
dhutchins@vbdl.org