Pre-bid questions.pdf

Pre-bid Questions

Deadline for written questions: November 4, 2024

Date answered November 7, 2024

Proposal Deadline: 5:00 p.m., November 20, 2024 (MT) uploaded electronically only to the Rocky Mountain e-purchasing system website.

1. Would Laramie County Library consider awarding two separate firms, one for the strategic plan and a different firm for the facilities master plan?

Answer: Laramie County Library would be willing to handle it in this way, and the preferred method would require one of the firms to serve as the primary through the library and the other as a sub-contractor working through and coordinated by the primary.

2. How in-depth should the facilities condition assessment report be as one component of the facilities master plan?

Answer: For the facilities condition assessment, the aim is to create a reserve study framework that supports both immediate and long-term planning for maintenance and system upgrades/replacement. This assessment will shape future decisions without committing to specific actions right away. The focus should be on documenting baseline conditions, identifying high-priority systems that may need more immediate attention, and categorizing projects by urgency and rough estimated costs.

At this time, there is a greater emphasis on the visioning aspect of the facilities master plan. As the strategic planning process and community needs assessment will inform this visioning work, it is essential to align our facilities' capabilities with the desired service model and community’s goals. A phased approach, including a space plan and preliminary cost model, will help clearly communicate both current and future needs to stakeholders, positioning these efforts effectively for the 2025 ballot proposal.

3. What is already on your radar, in terms of facility maintenance projects?

Answer: Current projects identified on the library’s facility plan include three projects at the Cheyenne location, including: a lighting controls upgrade, an elevator controls upgrade, and an HVAC overhaul. These projects are identified based on age of systems and anticipated longevity of useful life.

4. What do you have available in terms of as-built documents?

Answer: The library has physical copies of as-built schematics and blue prints for the Cheyenne library. We do not have any documents for the Burns or Pine Bluffs branches.

5. Do you expect the consultant to deliver cost estimates for staffing or operation needs?

Answer: No. Library administration will model staffing needs and operation costs associated with implementing strategic priorities.

6. Does the Library anticipate updating its mission and vision as part of the strategic planning process?

Answer: We had considered this as a potential outcome of this work. Likely, this work would occur simultaneously with this project, as informed by the strategic planning process. It was envisioned that we would handle this in-house with a staff committee, but we are open to involving the consultant depending on need and benefits. If the consultant perceives it beneficial or imperative to be involved, please include that in your proposal.

7. What role does the Library envision communication or outreach staff playing in the strategic planning process to support or promote community engagements?

Answer: The library’s communication, outreach, and events staff will certainly support this work as they are embedded in the community, with partner organizations, and familiar with successful processes and events. Library outreach staff and event coordinators will not provide oversight or strategic coordination, but will assist with planning, event implementation and getting the word out for participation. The library’s Community and Media Relations unit is poised to assist with marketing, advertisement, and documenting of the public process, as well as coordination with media outlets. They can also assist with graphic design for collateral if needed.

8. Is the Library aware of underserved communities that the community engagement should include, or is that information you are looking for the consultants to provide?

Answer: We have identified underserved populations as lower income residents, and Spanish-speaking residents. We have a specific priority for reaching out to individuals in south and east Cheyenne proper. The library welcomes any further insight or recommendations from the consultants.

9. Has the Library done any recent public engagement? Will they be able to share survey results or meeting summaries?

Answer: No. Other than a survey focused on operating hours (which has already been addressed), no recent public engagement has occurred. There are no results or meeting summaries to share at this time.

10. We do not see significantly sized populations that speak English “less than well” in your service area’s demographics. Are there communities that would benefit from translation services that you are aware of that are not reflected in the data?

Answer: While the populations of Spanish speakers is not as large as in other communities, we have dedicated Spanish-speaking users as well as have identified enough non-users for whom Spanish services may come in useful as we selectively engage with that population.

11. Do you have any guidance for meeting users/non-users “where they are”?

Answer: Laramie County has a very strong network of nonprofit and charitable partners and we would tap into that to connect with agencies such as: the Chamber of Commerce, Equal Justice Wyoming, Boys and Girls Club, CHISPA, the Downtown Development Authority, Advocacy & Resource Center, Climb Wyoming, Community Action, etc. with the potential for accessing their users as well as collaborative networking, and hosting shared events.

12. You want something different for your flagship library (different from “traditional library services”). How will we communicate that to the public?

Answer: We expect the visioning part of the strategic planning and facilities master plan process will provide an idea to the community of what library services could look like in Laramie County. Specifically we anticipate the community engagement process will include charrettes or other opportunities to present concepts or ideas to our residents of emerging and trending library services throughout the country and how these offerings tie into and meet the needs identified in the community. We also expect that the “visioning” process will produce guidelines and/or space maps that illustrate the user experience and potential for library spaces that will better support our abilities to meet the needs of the community. This type of informational material will provide goal posts and aspirations that our library champions will use for capital campaigns and voter education. This material will also be helpful for internal strategic planning and prioritization for ongoing service and facility projects.

13. Do you have an expected end date and budget in mind?

Answer: As outlined in the request for proposals, the project timeline will be established collaboratively between the successful bidder and the Library. The completion dates for the Strategic Plan and Facilities Master Plan are flexible, allowing for consultant recommendations and best practices. However, a firm deadline applies to any information and materials related to potential service location expansions, major renovation needs, and associated costs. These materials must be finalized by mid to late summer 2025 to be ready for presentation on a capital improvement ballot in the November 2025 county election. Additional details about these requirements will be provided upon consultant selection.

Regarding budget, we have an adequate budget set-aside gauging from recently awarded contracts on bid-net. Understanding that our system and community are different from cases sampled, we would like to see where competitive bids come in for our scope of work.

14. Does the Library have a preference for local vendors and firms?

Answer: There is no formal preference or requirement for local companies. Location of vendors and firms is one point of consideration understanding that we would like a vendor knowledgeable of our community and available to keep this project a priority with regular in-person contact and face-to-face visits and capable familiarity.

15. Do you want fees broken out separately?

Answer: It would be helpful to have separate numbers identified for the strategic planning component and the facilities master plan component. Additionally, we ask proposals to include hourly rates for consultants for any requested work outside scope of contract.

16. Do you have a date for December interviews set?

Answer: Interview timeslots are tentatively scheduled for December 13th and December 16th. The interview panel can be flexible depending on the needs of our top candidates.

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