Request for Proposals for Consultant Services: Southwest Community Library Business Case

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1 Request for Proposals for Consultant Services: Southwest Community Library Business Case Issue Date: March 22, 2019 Deadline for Submissions: April 19, 2019 Deliver to: Megan Clare Manager, Strategic Planning & Projects Kitchener Public Library 85 Queen Street North Kitchener, ON N2H 2H1 Phone: ext. 290 Fax:

1. Introduction Kitchener Public Library is seeking proposals from consultants with relevant experience to complete a comprehensive business case, which will provide the basis for the funding

2 1. Introduction Kitchener Public Library is seeking proposals from consultants with relevant experience to complete a comprehensive business case, which will provide the basis for the funding requirements and design of a new community library in southwest Kitchener. 2. Background Kitchener Public Library has five locations: a recently renovated and expanded Central Library in downtown Kitchener and four community libraries, which together serve a growing city of 252,500. The four community libraries are dynamic hubs that extend library service across the city of Kitchener. Last year, 2.9 million people visited Kitchener Public Library in-person or online, and 2.3 million items were borrowed from library collections. Over 90,000 people attended library programs in Kitchener Public Library s capital forecast includes a new community library for southwest Kitchener. The capital budget forecast approved by city Council allocates $10,000,000 in funding for the southwest community library in On November 21, 2018, the Kitchener Public Library Board endorsed a standalone library building on the east lot of the proposed Rosenberg site in southwest Kitchener. The east lot of the Rosenberg site is outlined in red on the drawing below. Both the Library Board and city Council support a vision for a Rosenberg community campus, with shared public spaces such as parks, community gardens, pathways, and lighting, to connect the new library with community partner facilities that are planned for the west lot of the Rosenberg site. 1

3 2.1 Guiding Principles The new community library is anticipated to be a one storey 12,000-15,000 square foot building. The Kitchener Public Library Board assumes the following requirements for the new community library: Inspirational building design that supports innovative directions in public library service Beautiful, bright, and inviting community destination Welcoming gathering space for community events, collaboration and learning, and quiet individual work or study Accessible and safe, AODA compliant Environmentally friendly, minimum LEED Silver certification as per City of Kitchener guidelines Adaptable and flexible, will accommodate changing needs and demands Sixty (60) parking spaces, 24-hour outdoor book drop access, staff work areas, and delivery access Shared outdoor spaces and amenities with community partner facilities on the Rosenberg site 2.2 Site Description The location of the new community library is in the planned Rosenberg community, on the proposed Rosenberg site, as shown on the Rosenberg Secondary Plan at Abram Clements Street and Rosenberg Way, near Bleams Road and Fischer Hallman Road. At this time, the Rosenberg community is expected to reach a population of approximately 20,500 to 25,000 residents at full buildout by 2041, and an additional 1,500 to 4,000 people are expected to be employed in retail and service outlets, schools and community services, and offices in the area. It is estimated that 10,700 residential units could be built at the full buildout of the Rosenberg community. The Rosenberg site includes an approximately 250,000 square foot lot to the west and an approximately 140,000 square foot lot to the east. These lots will be bisected by a planned hydro corridor. Building constraints and set backs will need to be considered as part of the building design. As a standalone building on the lot to the east, the new community library would be part of a broader Rosenberg community campus with community partner facilities that are planned for the west lot of the Rosenberg site, with the potential for shared green space, outdoor amenities, and activities, to connect and animate the facilities on the site. Planning and timeline for library service on the proposed Rosenberg site is dependent on the completion of the infrastructure required to bring services to the site. 2

4 3. Project Requirements and Deliverables The successful consultant will provide professional services to Kitchener Public Library, and complete a business case that will incorporate the following components: 1. Population and Demographic Analysis: Complete a population and demographic analysis of southwest Kitchener, including a projection of the potential population and demographic composition of the area at build out. This analysis will support decisions about facility, resource, and programming needs for the new community library. 2. Community Engagement: Conduct engagement initiatives with local residents, as well as community agencies and stakeholder groups, about their needs and vision for library service in their community. 3. Building Program & Space Requirements - Library: Develop a full program of functional space requirements for the new community library, with a comprehensive space summary, including space functions and adjacencies. 4. Schematic Design Library: Develop a minimum of two (2) schematic designs that graphically communicate the elements and relationships of the program of requirements on the building site. These should be to-scale graphic representations. 5. Conceptual Design Shared Exterior Spaces: Engage with a team that will include library and community partner representatives, on opportunities for shared outdoor spaces and amenities to connect the new community library with community partner facilities planned for the west lot of the Rosenberg site. 6. Cost Estimate: Prepare an order of magnitude cost estimate for the construction of the new community library, with a separate costing for shared exterior spaces. 7. Presentations and Public Open House: Present the business case to the library staff team and Library Board. Participate in a final public open house event. 3.1 Consultant Responsibilities The consultant will be responsible for the following, subject to the approval of the project team: 1. Gather and review all relevant background reports and resources, including but not limited to, Southwest Kitchener Urban Area Studies, Rosenberg Secondary Plan, City of Kitchener Urban Design Manual, minutes of public meetings, and other background reports. Ensure these reports and resources are considered in the development of the business case. 2. In consultation with the library staff team, plan, recruit, and conduct creative community engagement initiatives to encourage local residents, community agencies, and stakeholder groups to participate in sharing their needs and vision for library service in their community. 3. Collect and analyze information pertaining to community, agency, and stakeholder input. 4. Consult with a library staff team on the development of the Building Program & Space Requirements and Schematic Design for the new community library; propose meeting agendas, collect information for meetings, and produce and circulate minutes of meetings. 3

5 5. Facilitate meetings with library and community partner representatives on opportunities for shared outdoor spaces and amenities on the Rosenberg site. 6. Submit draft copies of the business case for review by the library staff team. 7. Revise and finalize the business case. 8. Present the final business case to the library staff team and Library Board. 9. Participate in a public open house event. The consultant will skillfully and competently perform these services consistent with industry best practices, and will employ only skilled and competent staff who will be under the supervision of a senior member of the consulting firm. All reports will be delivered in a digital format that is acceptable to Kitchener Public Library, as well as colour hard copies of each report in sufficient quantity as required for review by the library staff team. The consultant will provide the Library with electronic copies of all presentation material, as well as any other material distributed at meetings. Kitchener Public Library reserves the right to determine interim and final reporting requirements during the term of the contract. 3.1 Project Schedule Draft Business Case with order of magnitude cost estimate to library staff team Early October 2019 Final Business Case and presentation to library staff team and Library Board November 2019 Public open house event 1 st Quarter Response Guidelines 4.1 RFP Schedule The following outlines the anticipated timelines for the RFP process: RFP issued: March 22, 2019 Deadline for questions: April 12, 2019 Deadline for RFP submissions: April 19, 2019 Notification of preferred consultant: May

6 The Library reserves the right to modify these target dates. 4.5 Proposal Submission Requirements Interested consultants are invited to submit a proposal that will contain the following: 1. Outline the proposed methodology for the business case, including information on the approach to community engagement. 2. Outline the process, activities, responsibilities, and timelines. 3. Confirm that the firm can meet the library s proposed timelines. 4. Outline the firm s experience relating to similar or relevant projects, including land-use planning, urban and building design, community engagement, facilitation, and order of magnitude costing. Public library experience will be valued. 5. Examples of successful completion of similar projects on time and on budget, including successful projects with current team members. 6. Identify the project team: the consultant and their experience and position in the firm, as well as any other key personnel that will be involved in the project. 7. Include any subcontractors proposed for the project, identifying the project elements they would be supporting. 8. Using the form in Appendix A, include three (3) references, including phone numbers, contact names, and addresses. 9. Using the form in Appendix B, quote fees in Canadian dollars. Breakdown costs as indicated on the form and identify miscellaneous costs associated with the project (i.e disbursements, travel costs, printing, postage, courier, etc.). 4.6 Proposal Information Please submit two (2) print copies and one electronic (PDF) copy on a USB of your proposal. Proposals will not be accepted after the deadline. Any clarifying questions regarding the RFP should be directed to: Megan Clare Manager, Strategic Planning & Projects Kitchener Public Library x290 megan.clare@kpl.org The Kitchener Public Library reserves the right to accept or reject all or any part of the submission or to rescind this call for proposals at any time. The lowest or any other bid will not necessarily be accepted. The Kitchener Public Library is not liable for any costs incurred in the preparation of a response to this Request for Proposal. 5

7 The Kitchener Public Library will issue a purchase order to the selected firm. The purchase order, these terms of reference, and the firm s proposal will form the firm s contract with Kitchener Public Library. 4.6 Evaluation of Proposals Proposal submissions will be evaluated by a library staff team, based on the following criteria: Approach and methodology, including proposed timelines 20 Firm s qualifications and experience 20 Proposed project team 20 References 15 Fee proposal 15 During the evaluation of proposals, the Library may, at its discretion: Seek new or additional information on any aspect of the proposal submitted Perform reference checks to verify or clarify the information provided or to obtain additional performance information The Kitchener Public Library may elect to interview any number of submitting candidates. In this event, candidates will be contacted to set up an interview. 5. General Terms and Conditions 5.1 Kitchener Public Library Policies To ensure fairness, accountability, transparency and good business practices, this RFP process will adhere to the Library s purchasing policy and procedure. 5.2 Conflict of Interest Given the broad scope of this project, interested consultants must carefully consider whether they have an actual, potential or perceived conflict of interest, including situations where the consultant performs work for clients owning potential development property within the Southwest Kitchener Urban Area. Consultants involved in any activity or matter than could 6

8 reasonably result in an actual, potential, or perceived conflict between its interest or the interest of its clients, and the interest of Kitchener Public Library, are required to clearly identify these situations and submit a plan on how they propose to handle these situations so that the Library s interests will not be compromised. 5.3 Ownership of Proposals and Freedom of Information All documents, including proposals, submitted to the Library become the property of the Library. They will be received and held in confidence by the Library, subject to the provisions of the Freedom of Information and Protection of Privacy Act. 5.4 Disclosure of Information Any information obtained by firms relating to the submission gained through this process or otherwise, is to be treated in strict confidence. Consultants must not disclose any details pertaining to their submission, unless written consent is obtained by Kitchener Public Library. 5.5 Effective Term of Proposal Unless a proposal is expressly rejected, all proposals will remain in effect for a period of 60 days from the closing time specified by the Library for the receipt of proposals. The Library may request that firms extend the effective period of their proposals. Such requests will be in writing and will require the vendor s written consent to the extension. Firms may not withdraw, cancel, or modify their proposals for a period of 60 days after the closing time for the receipt of proposals. 7

9 Appendix A: References Organization: Address: Contact Name: Phone: Description of work performed: Organization: Address: Contact Name: Phone: Description of work performed: 8

10 Organization: Address: Contact Name: Phone: Description of work performed: 9

11 Appendix B: Fee Proposal Form The following table is to be prepared for comparison of consultant fee estimates. It is not intended to represent a detailed description of the full range of services to be provided. The consultant s summary must include each of the categories below, for the fee estimate to be considered for this project. Fee for Project Scope & Deliverables $ Fee for Conceptual Design Shared Exterior Spaces $ H.S.T. $ Total Consulting Services $ Disbursements (travel, printing, postage, courier, etc.) $ H.S.T. Total Disbursements $ Signature of Principal Date Company Name Company Address Phone Number Fax 10

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