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Bid Title: Facilities Master Plan for the Patrick Heath Public Library
Category: Library
Status: Closed


Scope of Services

The scope of work for this project is to develop a Facilities Master Plan, identifying space and facilities needs and defining best approaches to address identified needs, including an analysis of current and future facilities, space, services, staffing, and community demographics to guide the development of the library to meet the needs of the community through the next 15 years. 

The successful Consultant will incorporate the PHPL’s mission, vision, values and strategic plan, current and projected demographic data, state and national standards, peer comparison, public library trends, best practices and technological and sustainable innovations and opportunities into facilities analysis and recommendation.

To assist potential offerors in preparing their proposed project costs, the following represents the known tasks that will be undertaken to complete the Facilities Master Plan:

  • Develop a thorough, inclusive and effective community engagement process to involve a broad range of stakeholders, in identifying an optimal current facility service model, and locations, sizes and types of future library facilities. Lead a minimum of two community meetings at various locations throughout the community and hold interviews with key stakeholders.
  • Meet with the Project Committee a minimum of three times (at project start up, 50% update, and final approval). The Project Committee includes library staff, library advisory board members, Friends of the Library and Foundation Board members, and other qualified parties as selected by the City.

  • Assess the current facility. Review space utilization, configuration and physical arrangement in current facility. Make recommendations regarding the current and potential future uses of existing library space in order to provide the most flexible and effective services for present and future community members.

  • Provide recommendations for prioritizing into actionable steps any renovations to the current facility which are suggested over the span of the Facilities Master Plan. 
  • Provide a prioritized list of recommended future additional facilities or services for the span of the next 15 years. Determine the optimal geographic distribution, type and size of future library facilities.

  • Determine options for improvements in a phased, multi-year approach and a 15-year implementation schedule for short-term and long-term facilities recommendations.
  • Compile all analysis, information and recommendations in a comprehensive Facilities Master Plan document, incorporating facilities peer review, facility/services gap analysis, facilities outline building programs, phased timeline, and capital cost estimate for each option.

  • DELIVERABLES: The successful Consultant will: Provide the Project Committee with a presentation, a phased Facilities Master Plan with actionable recommendations, timeline, and other recommendations in both hard copy and as an electronic file in PDF format;

  • Provide the Project Committee with electronic copies of any presentations developed as part of the Project.

  • Formally present the recommendations and Facilities Master Plan to the Boerne City Council at a scheduled Regular Meeting.

Anticipated Timeline

Thursday, January 2, 2020 – RFQ Solicitation posted

Thursday, January 30, 2020 – Last day to submit proposal

Tuesday, February 11, 2020 - Contract Awarded

Tuesday, February 25, 2020 - Notice to Proceed

May 2020 – Presentation of results to Project Committee

June 2020 – Final presentation to the City Council

Publication Date/Time:
1/2/2020 9:30 AM
Closing Date/Time:
1/30/2020 4:00 PM
Contact Person:
ADDITIONAL INFORMATION The Project Committee will coordinate all activities of the Professional Services contract, which will result from this RFQ. The Patrick Heath Public Library does not guarantee the accuracy of any maps or surveys. In the event clarification or additional information is needed contact Kelly Skovbjerg, Library Director, 830-248-1611.
Statement of Qualifications Requirements
Experience of proposed project team:
• Provide a letter of interest
• Provide a list and brief description of similar library facility planning projects that firm/consultant has completed during the last three years. Include:
o name of client organization
o brief description of scope of project
o project budget
o time required to complete the project from the date of notice to proceed until delivery of the final report
o contact name, email address, and telephone number for the principle user representative of the organization that contracted the work for reference purposes
• Provide names of individual team members who will be assigned to the project if your proposal is accepted. Please outline the qualifications of each team member. Professional resumes are acceptable.
Anticipated timeline for the Facilities Master Plan:
• Review the proposed timeline for the Facilities Master Plan.
o Provide an assessment of the feasibility of the proposed timeline and availability of the firm/consultant to complete the project according to the schedule of anticipated dates.
o Describe any suggested revisions you would make to the proposed timeline.

Description of project approach:
• Describe in detail the approach that your firm would take to complete the project if you are selected as a result of the RFQ process.
o Include a description of the tasks that you expect to be completed by library staff.
o Describe your anticipated public engagement process as well as your experience in managing and incorporating community input for projects of a similar scale.
Other information:
• Recent sample certificate of insurance indicating the firm’s/consultant’s professional liability and other insurance coverage
• Consultant Information Questionnaire

Special Requirements:
Method of Selection
The Project Committee will evaluate the submitted qualifications. At its option, the Project Committee may conduct interviews of a short list of qualified firms. The Boerne City Council will make the final selection for a contract, based on the recommendation of the Project Committee.
Submittals will be evaluated based upon the following criteria (100 possible points):
• Scope of Proposal: Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? (15 points)
• Assigned Personnel: Do the persons who will be working on the project have the necessary skills? Are enough people of the requisite skills assigned to the project? (20 points)
• Availability: Can the work be completed in the necessary time? Can the target start and completion dates be met? (15 points)
• Motivation: Is the firm/consultant interested and are they capable of doing the work in the required timeframe? (15 points)
• Work Hours: Do the work hours compare favorably with the estimate? Are work hours presented reasonable for the effort required in each project task or phase? (20 points)
• Firm Capability: Does the consultant/firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? (15 points)
All submittal packages shall be delivered to Patrick Heath Public Library, ATTN: Kelly Skovbjerg, Library Director, 451 North Main Street, Boerne, TX 78006, or, no later than 4:00 p.m. on the 30th day of January, 2020.
LATE OR INCOMPLETE PROPOSALS WILL NOT BE CONSIDERED. The City of Boerne reserves the right to reject any and all responses to this RFQ.
Related Documents:

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