NOTICE CITY OF GARDEN CITY REQUEST FOR PROPOSALS ARCHITECTURAL SERVICES (LIBRARY) The City of Garden City will receive sealed proposals for ARCHITECTURAL SERVICES (Library) according to the specifications of the Garden City Library Board. Proposal packages are available at the Office of the Clerk Treasurer of the City of Garden City. Sealed proposals will be received until 4:00 P.M. prevailing Eastern Time, Thursday, April 18, 2019. Proposals shall be addressed as follows: CITY OF GARDEN CITY MATTHEW MILLER, GARDEN CITY CLERK TREASURER 6000 Middlebelt Road Garden City, MI 48135 All proposals must be signed by a legally authorized agent of the proposing firm and must bear the name of the proposer. ENVELOPES MUST BE PLAINLY MARKED: RFP ARCHITECTURAL SERVICES (LIBRARY) The City of Garden City reserves the right to accept any or all alternative proposals and award the contract to other than the lowest bidder, to waive any irregularities or informalities or both; to reject any or all proposals; and in general, to make the award of the contract in any manner deemed by the Garden City Library Board, in its sole discretion, to be in the best interest of the Garden City Public Library. Matthew Miller Clerk Treasurer, City of Garden City (734) 793-1620 Notice dated: 3/26/19 page 1 of 8
PART 1 GENERAL INSTRUCTIONS Qualified architectural firms are invited to submit proposals to the City of Garden City for consideration regarding ARCHITECTURAL SERVICES (Library), specifically to develop initial conceptual designs, layouts, renderings, and cost estimates for the construction of a new 12,000 square foot building to house the Garden City Public Library. To be considered by the Garden City Library Board, one (1) original and seven (7) copies of the complete package including all forms and attachments must be received no later than 4:00 P.M. on Thursday, April 18, 2019. Proposals should be addressed to: CITY OF GARDEN CITY MATTHEW MILLER, GARDEN CITY CLERK TREASURER 6000 Middlebelt Road Garden City, MI 48135 Proposals must mark in the lower left corner of their submittal envelope the following: RFP ARCHITECTURAL SERVICES (LIBRARY) Submitted copies become the property of the Library and shall not be returned. LATE SUBMITTALS Any submittal received by the City after the specified time and date will not be considered. The City of Garden City shall not be responsible for any cost associated with the preparation of a response to this RFP. Firms are encouraged to provide the minimum amount of information necessary to address the RFP. General Information 1. MITN Vendors may view the request for proposal on the MITN (Michigan Inter- Governmental Trade Network), where all our bids and RFPs are posted. There are both free and paid registrations available. The proposal may also be viewed on the city website at www.gardencitymi.org. 2. Format The Proposal Packages shall follow the outline as described in Part 2.6 Submission Requirements below. 3. Page Limit The total number of pages in the submittal shall not exceed forty (40). Economy of preparation and brevity are encouraged. 4. Review Process The Garden City Library Board reserves the right to reject any or all submittals. The Library may request one or more firms to provide a detailed proposal. This is not a bidding process. 5. Evaluation Criteria The following will be considered in the selection: Relevant Experience. page 2 of 8
Qualifications. Understanding of Library-related issues and familiarity with the Garden City Public Library. Completeness and relevance of proposal. Team Compatibility, including ability of Firm to work with Library staff and officials based on references and other supporting information. Unique Resources the Firm may bring regarding innovative techniques. Fees The evaluation of proposals will be done by a committee selected by the Library, who will then forward a recommendation to the Library Board for consideration. Questions concerning the RFP should be directed to: James B Lenze, Library Director Phone: (734) 793-1836 lenze@gardencitylib.org page 3 of 8
PART 2 SPECIFIC INSTRUCTIONS 2.1 OBJECTIVE: The Garden City Public Library is hereby soliciting proposals for the purpose of selecting a qualified architectural firm to provide the initial conceptual design(s) and cost estimates for the construction of a new 12,000 square foot building to house the Garden City Public Library. 2.2 HISTORY: The Garden City Public Library operated as a branch of the Wayne County Library from 1923 until the early 1980 s when it became a City Library. It was funded by general fund appropriations and governed by an appointed Library Board until 2011. The library was housed in a 12,000 square foot building until 2006 when, in response to economic pressures, the City of Garden City sold that building and relocated the Library. The Library re-opened inside the Maplewood Community Center Building in November 2006. At the end of Fiscal Year 2010/11, in response to continuing economic pressures, the City ceased funding the Library through appropriations. A dedicated library millage was approved by Garden City residents in November 2011. Since that time, the Library has enjoyed a stable source of funding and is now governed by an elected Library Board. 2.3 BACKGROUND: The Garden City Public Library (Library) occupies 6,549 square feet inside the Maplewood Community Center Building at 31735 Maplewood Street, Garden City, Michigan. It serves a population of 27,692 (2010 Census). The Library employs 2 full-time and 9 part-time employees. It is open 50 hours per week. The Library is a very popular informational, educational, cultural and recreational resource for the Garden City community. There were 68,691 visits to the Garden City Public Library in fiscal year 2017/18 for an average of 27.64 patrons visit the Library every hour that it is open. By every measure, the Library is busier today than it was in the old 12,000 square foot building. In its current home, the Library lacks designated quiet study areas, tutoring rooms, teen space, dedicated program space, and many other amenities offered by modern libraries. Currently we share a large program room with the other City Departments and community groups. The Library s smaller programs are held in the staff work areas. The Library is a member of Michigan s largest library cooperative, The Library Network (TLN). TLN houses and maintains the computer servers for our shared Integrated Library System. As a member of TLN, the Library honors a reciprocal usage agreement with over 50 public libraries in Southeast Michigan. In 2017, Library Planning Associates, Inc. conducted a space needs assessment for the Library Board. That assessment laid the groundwork for conversations about our community s capacity to financially support the library facility needs identified in the assessment. The next phase is to build upon that assessment (tempered by knowledge of local conditions) to prepare for a capital campaign. A conceptual design and cost estimate are deemed essential to a capital campaign and other funding. page 4 of 8
2.4 SCOPE OF WORK: The Garden City Public Library is seeking proposals from qualified architectural firms to provide conceptual designs, layouts, renderings, and cost estimates for a new 12,000 square foot building to house the Garden City Public Library on vacant land owned by the Library. The materials developed are to be used for fundraising, the creation of public/private partnerships, and other related activities of the capital campaign phase. Construction documents are not included but may be completed under a future RFP process. The effective date of the resulting contract will be May 15, 2019, or upon approval of the Garden City Library Board, whichever is later. The contractor shall furnish all labor and resources to complete initial conceptual designs and project cost estimates. The work shall consist of the following principle items of work, but shall not be limited to: 1. Work plan. The firm will provide a work plan including timelines of all activities to be performed to complete the design(s) and cost estimate(s). 2. Research. The firm shall conduct such research and interviews as necessary to develop a cost-effective design meeting the needs of the community. A review of the 2017 space needs assessment would be a good starting point. 3. Rough draft. The firm will present a rough draft version of the designs and cost estimates to the Library Board for review. 4. Final product. The firm will finalize the designs and cost estimates after receiving the Library Board s input and feedback. Upon approval, the firm will provide hard copies of the final designs along with copies in electronic format to the Library Director. The firm will make a formal presentation of the designs and cost estimates to the Garden City Library Board at a regular Board Meeting. 2.5 TERMS OF ENGAGEMENT We anticipate that the work will be completed within three (3) months of commencement. It is further anticipated that the Final Report shall be presented to the Library Board at the next regular Board meeting. Therefore, the terms of engagement shall be up to four (4) months or until Final Report is presented, whichever occurs earlier. An extension may be granted upon mutual agreement of the parties. 2.6 SUBMISSION REQUIREMENTS To achieve a uniform review process and obtain the maximum degree of comparability, it is required that the proposal be organized in the following manner: 1. Title Page 2. Table of Contents page 5 of 8
3. Summary Sheet Signed by authorized representative. 4. Identity of Firm a. Legal name of Firm and Firm Principals, Business Address, Telephone, Fax and email addresses. The name and title of the Principal authorized to negotiate on behalf of the firm shall be identified. b. Name and Qualifications of Staff Proposed to be assigned to Garden City. Note: should include a Principal, Director, or equivalent; and attendance at one Library Board meeting per month will be required. c. Names and qualifications of all supporting staff should also be provided. The relationship between the Principal and support staff as it relates to providing service to the Library shall be described. d. Please identify any potential conflicts of interest which exist between your firm or its staff and the City of Garden City, the Garden City Public Library, and/or the Garden City Library Board. 5. Experience and Qualifications Past experience and qualifications of the firm should be described. Included should be experience related but not limited to public Library design and consulting. This information should be limited to no more than 10 pages. Brevity is encouraged. 6. References Provide the names, numbers and addresses of at least three recent client references. References from public library clients are recommended. Be specific about the years/hours of service to referenced clients. Brevity is encouraged. 7. Work Plan and Timeline for Completion Please provide details of how you plan to approach the ARCHITECTURAL SERVICES (Library). Include steps to be taken, and the anticipated timeline for completing those steps. 8. Fees Please specify whether any proposed fees are at an hourly rate or flat charge. Discuss your billing procedure and payment terms. Please be specific about any and all anticipated fees, including costs and expenses for which you would seek reimbursement. 9. Additional Information Provide any other information necessary to fully describe services and qualifications (not to exceed 10 pages). Brevity is encouraged. 10. Insurance Documentation page 6 of 8
2.7 DISCLAIMERS The City of Garden City reserves the right to retain all proposals submitted and to use any information in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates your acceptance of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between you and the City of Garden City. The expenses incurred in preparing your proposal are your responsibility and there is no express or implied obligation on the part of the City to reimburse you for any expenses incurred in preparing your proposal in response to this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between you and the City. The City reserves the right to accept any or all alternative proposals and award the contract to other than the lowest bidder, to waive any irregularities or informalities or both; to reject any or all proposals; and in general, to make the award of the contract in any manner deemed by the Garden City Library Board, in its sole discretion, to be in the best interest of the Garden City Public Library. page 7 of 8
Notice to Bidders/Respondents: The City of Garden City reserves the right to request any additional information, which might be deemed necessary after the submission of a proposal/bid. The City of Garden City has the right to reject all bids and proposals and/or parts of bids and proposals as authorized by Charter. The City of Garden City will not be liable for any cost incurred in the preparation of a proposal/bid. The submission of a proposal/bid shall be prima facie evidence that the bidder/respondent has full knowledge of the scope, nature and quality of work to be performed, or service to be provided, the detailed requirements of the specifications, and the conditions under which the work is to be performed. The successful bidder/respondent must comply with all applicable state and federal regulations and hold all required licenses for the business they will be doing with the City of Garden City. No faxes will be accepted for Proposals/Bids. Vendor Information Company Name: Address: City, State, ZIP: Telephone: FAX: Authorized Signature: Print Above Name: Date: page 8 of 8