4-2026-11 Archetectural Feasibility Study - Fairfield Woods Library.pdf

2026-11 RFP Architectural Feasibility Study – Fairfield Woods Library

RFP #2026-11

Architectural Feasibility Study – Fairfield Woods Library

REQUEST FOR PROPOSALS

PROJECT OVERVIEW

The Town of Fairfield seeks proposals from qualified Connecticut Architectural firms or individuals to provide an

Architectural Feasibility Study of the Library’s Fairfield Woods Branch. The contract between the Town of Fairfield and the selected firm may be amended upon satisfactory completion of this study to include continued services through the design development phase, bidding phase, and/or construction administration phase of the potential future project. If approved, the selected firm will be working with the Board of Trustees and the Leadership Team of the Fairfield Library.

The total budget for the renovations of the Fairfield Public Library's Woods facilities is to be estimated through this

Architectural Feasibility Study.

Project Background – Fairfield Woods Library

This Study will help in planning for the capital needs and will help set priorities. Guiding this work is the Fairfield

Public Library’s Strategic Plan.

An Architectural Feasibility Study will be conducted to determine the structural and design changes needed to accommodate the services and equipment identified to meet community needs in the Strategic Plan. A Connecticut registered architect or architecture firm will be contracted to conduct the Architectural Feasibility Study. The study will include but not be limited to:

• Functional and Special Needs Analysis;

• Existing Facilities Space Assessment;

• Current Mechanical Systems (HVAC, electrical, elevators etc.);

• Site Analysis;

• The development of Schematic Design Drawings and Renderings through multiple Design Charrettes;

• Statement of Probable Cost; and

• Presentations of Feasibility Study Deliverables;

• Including but not limited to print, public presentations, websites, etc.

Each step in the process will include input and recommendations from the Fairfield Public Library’s Boards (including

Board of Trustees, Friends of the Fairfield Public Library), staff, customers, and other community members.

SCOPE OF SERVICES:

Respondents to the RFP should provide evidence of qualifications, expertise and experience that will enable them to successfully complete the Scope of Services which shall include, but not be limited to, the following:

Phase 1: Pre-Design

• Task #1 - Functional and Special Needs Analysis

DESCRIPTION: Review the Fairfield Public Library Strategic Plan and meet with the library’s staff and multiple stakeholder groups to understand functional and special needs. An analysis of the services and functions identified in the plan and through meetings with the Leadership Team, staff, Board of Trustees, and other community members will result in an assessment of the functions and space required to implement the library’s Strategic Framework.

DELIVERABLES: A Written Report of the functional and special needs of the Fairfield Public Library. The Written

Report will include, but not be limited to: identifying special needs for collections, seating, staff offices, technology, security, meeting rooms, special purposes, and work areas; and an accounting of the square footage requirements based on projected usage and needs.

• Task #2 - Existing Facilities Space Assessment

DESCRIPTION: In consultation with the Leadership Team, assess the existing facilities: structural conditions; utility services and efficiency; square footage allocated for each use; and current limitations that might inhibit or challenge the

Library’s ability to provide the functions and services identified in the Strategic Framework. Digital copies of the design drawings for the existing facilities will be available for the successful firm.

DELIVERABLES: Written Reports assessing the existing facilities and identifying opportunities for improvement. The

Written Reports will include, but not be limited to: structural conditions and integrity; health, safety and security;

barriers to inclusivity such as ADA accessibility; acoustics; space flexibility and expandability; access to parking;

functional spatial relationships; placement and function of plumbing/mechanical/electrical systems; architectural and engineering obstacles; and energy efficiency. If required by specific grants or funding options, steps toward LEED certification (level to be determined) will be included in the written reports as well. The Written Reports will also identify the existing service limitations of library collections, seating, staff work areas, technology, meeting rooms, study space, children’s space, and spatial limitations that challenge supervision of library operations.

• Task #3 – Site Analyses

DESCRIPTION: In consultation with the Fairfield Public Library staff and DPW, conduct a site analysis.

DELIVERABLES: A Written Report analyzing the sites and identifying opportunities for improvement. The Written

Report will include, but not be limited to: design; zoning; traffic conditions; future developments or changes; changing cultural patterns; accessibility; lighting and the creation of outdoor learning spaces.

Phase 2 - Schematic Design Drawings, Renderings and Design Charrettes

DESCRIPTION: Develop at least two (2) different redesign options for the library facilities. Both options will include

Schematic Design Drawings and Renderings in large format foam-core mounted materials for presentation purposes, to scale (no smaller than 1/8 inch equal to one foot), and as pdfs. The two (2) redesign options will include, but not be limited to, plan arrangements, specific space accommodations, features, equipment and furnishing with definitions of all systems serving the project. The selected architect will lead up to six (6) community Design Charrettes to gather feedback from staff, stakeholders and the community on the Schematic Design Drawings and Renderings. The selected architect will develop one (1) revised set of Schematic Design Drawings and Renderings incorporating feedback gathered during the Design Charrettes. The selected architect will also create one (1) final set of all revised Schematic

Design Drawings and Renderings to scale (no smaller than 1/8 inch equal to one foot). Such materials will be delivered in large format hard copies and also in PDF and CAD file formats.

DELIVERABLES: Create one (1) final set of all revised Schematic Design Drawings and at least two (2) renderings to assist with the presentation of design ideas incorporating feedback to scale (no smaller than 1/8 inch equal to one foot), delivered in large format hard copies for presentation purposes and in PDF and CAD file formats.

The Schematic Design Drawings and Renderings will include Floor Plans to scale (no smaller than 1/8 inch equal to one foot) with Interior and Exterior Renderings of recommended renovations consolidating all the information gathered in

Phase 1 and Phase 2. The Schematic Design Drawings and Renderings should be sufficiently detailed for use in

Estimates of Probable Cost as well as future phases of Design Development and Construction Documents not included in this Architectural Feasibility Study.

Phase 3 - Statement of Probable Cost (to be submitted as a separate document)

1. DESCRIPTION: Provide a construction cost estimate by a professional estimator, construction manager, or other construction professional related to implementing the renovations of the Fairfield Public Library facilities based on the final Schematic Design Drawings and Renderings delivered in Phase 2. Soft costs for all consultants should be estimated by design firm. Cost for Furniture, Fixtures and Equipment should be estimated by design firm or furniture consultant.

DELIVERABLES: Provide a Professional Opinion of Probable Cost to complete the renovations as presented in the

Schematic Design Drawings and Renderings in Phase 2. Costs for Design Development, Construction Documents, Bidding and Negotiation, and Construction Administration should be included. Provide a total project budget incorporating anticipated hard and soft costs and contingencies. The Opinion of Probable Cost should be sufficiently detailed for use in planning tasks including, but not limited to: renovation budget planning; grant application preparation;

and presentations to the Board of Finance and Board of Representatives.

Phase 4 - Completion and Presentation of Feasibility Study

DESCRIPTION: Compile all materials developed in Phases 1-3. Create a presentation summarizing the Written Reports, Notes from Design Charrettes, revised Schematic Design Drawings, revised Renderings and Professional Opinion of

Probable Cost.

DELIVERABLE: Provide one (1) electronic copy of the compiled deliverables of Phases 1-3, as well as an electronic presentation of the study for The Board of Trustees and the Leadership Team.

SITE VISITS

The site meeting will commence at 2:00 pm in the Fairfield Woods Library, 1147 Fairfield Woods Road, Fairfield, Connecticut, on Tuesday, 9th September, 2025, for prospective Proposers to scope the conditions. This is not a mandatory meeting, but is strongly advised. All attendees will sign in and the sheet will be posted to the website.

REQUESTS FOR INFORMATION (RFI) – all questions regarding this RFP are to be directed through the posted RFP information. Due date for RFI is Wednesday, 10th September, 2025.

Any contact about this bid between a Bidder and any other Town official and/or department manager and/or Town of

Fairfield employee, other than as set forth above, may be grounds for disqualification of that Bidder. No questions or clarifications shall be answered by phone, in person or in any other manner than specified above.

PROPOSAL FORMAT:

1. Indicate whether your Company is local, regional, national or international in the scope of its practice.

2. Each Proposer shall provide to the Town ownership information. The proposal shall indicate whether the Proposer is a sole proprietor, a partnership, a corporation, or other legal entity, and shall be signed by the person or persons legally authorized to bind the Proposer to a contract.

3. Indicate if your Company is currently involved in any claim or litigation with any other Federal, State or Local Government, or Private Entity.

4. Indicate whether your Company has been the subject of any professional disciplinary action by federal or state government or by any professional organization and if it has been, describe the nature of such action.

5. All Proposers shall show evidence to the Town of satisfactory financial and moral responsibility to perform the contract throughout the term of the contract.

6. Identify any Connecticut municipalities for which your Company currently or in the past has performed services of the type described in this RFP. Provide a minimum of three (3) references of services conducted of similar or greater size to the Town of Fairfield.

7. Indicate the address of your main office and identify the local office that would handle this service for the Town including address and telephone number. Identify the individual in charge of that office. Indicate the total number of professional staff currently assigned to that office. Describe how your Company’s personnel assigned to the Town of Fairfield project would be available for meetings in addition to the on-going services.

SUBMISSION OF PROPOSALS:

The Town will accept electronic submissions only through the Bonfire website.

SELECTION PROCESS:

1. Candidates will be evaluated based on the following criteria:

• Demonstrated specialized experience and competence in providing the services outlined in this RFP document.

• Examples of past performance on similar services and references for services of comparable size and scope within the last five (5) years.

• Competitiveness of fee proposal and the capacity and capability to complete all work on-time and within budget. The

Town is not bound to select the Proposer who proposed the lowest price rather the Proposer offering the best value for services requested. The Town reserves the right to negotiate fees with the selected Proposer.

• The Proposer’s knowledge of, and experience with, municipalities and public sector entities in the State of

Connecticut.

• Suggestions for improvements/innovative approach to the project.

2. The Town’s evaluation team will individually review and rank each Proposer’s submission based on the criteria outlined in the RFP document.

3. After the opening of the submissions, one or more Proposers may be asked to provide additional information, to meet with the

Town to discuss their proposal, or to address such other issues as deemed important by the Town/FPS.

4. The Town’s team will meet to discuss the Proposer’s credentials and qualifications;

5. The evaluation team may short-list Proposers for interview in order to clarify qualifications and verify its evaluation.

Additional services or significant changes to the submittals during the interview will not be entertained.

6. Based on the responses received, the Town may choose to continue or cancel the RFP process.

7. The Town reserves the right to reject any submission if the Proposer fails to satisfactorily convince the Town that it is properly qualified by experience and/or does not have the qualified and ample personnel to carry out the services called for herein.