LWML RFP 20241227.pdf

City of Richmond Lois Wagner Memorial Library

Request for Qualifications and Proposal LWML Expansion/Renovation Feasibility Study

December 2024

Project Overview/Background

The Lois Wagner Memorial Library (LWML) seeks an appropriate and qualified firm to provide professional services necessary for a potential expansion/renovation of the existing LWML Library building. The intent is to generate ideas, prepare conceptual designs and opinions of probable cost for future expansion/renovation work. The Richmond City Council and Public Library Board have formed a LWML Building Committee (Committee) to work with the selected consultant on this project. The Committee will review and make recommendations to both boards.

The LWML is a department of the City of Richmond, and is located at 35200 Division Road, Richmond, MI 48062. The current library building was constructed in 1974 (2,800 sq. ft) and underwent a major addition project in 1992 (4,100 sq. ft.).

The City of Richmond has roughly 5,800 residents and serves many residents from the surrounding four townships. Population growth in these areas has led to the need for an expansion/renovation of the library. The Board wishes to explore the feasibility and cost of expanding the library to allow the better utilization of existing and/or new space; and determine the process for reaching these goals.

A. A mandatory pre-proposal meeting and walk-through will be held at the Library on Tuesday, January 14, 2025 at 10:00 am with an opportunity after the tour for questions from interested parties. Proposals from firms that do not attend the meeting will not be considered.

B. The selected firm will work with the Committee to provide a conceptual plan along with any alternates for an expansion project including opinions of probable cost and renderings (exterior and floor plan) for each plan.

C. This feasibility study will be funded by the City of Richmond/LWML. Selection for this study does not guarantee that the same firm will be selected to design and complete the project.

Scope of Services Requested

The selected firm shall:

A. Study all available information on the present LWML Library building.

B. Examine the electrical, plumbing, heating and air handling systems to determine their adequacy for present use and any expansion/renovation that may occur.

C. Determine the site and/or building issues that may interfere with or limit the construction of an addition.

D. Determine the potential for modifying the existing parking arrangement to accommodate more vehicles.

E. Prepare a conceptual plan along with any alternates for an expansion project.

F. Review the space study for the existing building and prepare and explore the feasibility and costs of an expansion.

G. Develop a new space study for any new footprint determined to be feasible.

H. Develop opinions of probable cost and renderings for the conceptual plan and any alternates.

Submittal Requirements

Proposal shall include as a minimum:

A. Outline experience with feasibility studies, expansion projects, and renovation projects, in particular those involving municipal/library buildings.

B. References from clients of previous projects. References should include some from projects of similar size and scope, ideally from library projects.

C. Certificates of Insurance for Commercial General Liability and Errors and Omissions coverage.

D. Outline the firm's knowledge and experience with Michigan State Building and Fire Codes, the International Building Code for Existing Buildings and ADA Regulations.

E. A listing of the qualified individuals who will be assigned to the project.

F. Resumés of all individuals to be involved with this project, including similar experience with the work to be performed under this project.

G. Demonstrate the ability of the firm to rapidly respond to the needs of the Committee.

H. A cover letter and an executive summary of one page.

I. A proposed budget to complete the feasibility study, conceptual plan, opinions of probable cost, renderings and all other services identified in this RFP including a fee schedule.

J. An example timeline/schedule and steps involved for your proposal.

K. The proposal shall be valid for ninety (90) days.

If the Committee and the Boards select a particular conceptual plan, the firm may be asked to develop a more detailed cost estimate and/or construction documents for the selected plan. In order to provide the requested services to the City of Richmond, the respondents must be able to demonstrate the expertise, flexibility, and manpower available to successfully complete the study within a reasonable period of time.

Selection Process

The Committee will review and evaluate all proposals, as well as check references. The Committee will then recommend to the Public Library Board and City Council who will ultimately make a selection, followed by negotiating a contract.

In determining the best Proposal, the Committee may consider all factors including but not limited to the capacity and capability to perform the work in question; past experiences with references for comparable work; location of the firm; and the reasonableness of the fee for the type of work required.

The City reserves the right to accept a proposal, reject any and all proposals at its sole discretion, and waive or modify any provisions of this RFP. Firms may be asked to interview with the Committee to convey their ability to meet the outlined expectations.

The successful firm is expected to enter into a written contract with the City of Richmond subject to approval by the Richmond City Council. The successful firm would be expected to commence the services no later than March 2025.

Submittals

All firms wishing to be considered for this project shall submit one (1) electronic copy along with four (4) paper copies of their submittal to the LWML Building Committee, on or before Tuesday, February 11, 2025 at 5:00pm.

All submittals shall be labeled:

LWML Expansion/Renovation Feasibility Study Attn: Julianne Kammer, Library Director 35200 Division Road Richmond, MI 48062

The electronic copy shall be submitted to:

Julianne Kammer at kammerj@libcoop.net

Following review of proposals received the Committee will develop a short list of firms to be interviewed, will establish a schedule for interviews and may request subsequent interviews if necessary. The LWML and Richmond City Council reserves the right to reject any or all proposals.