Details for Hays Public Library

(Published in The Hays Daily News April 18, 2017)

Hays Public Library

Request for Proposal

Hays Public Library (HPL) is a heavily-used public facility. The West entryway needs repair. The HPL Board seeks design and construction proposals that are in accordance with the criteria stated in this document. The design and construction proposal is to solve the following problems:

Control roof water drainage above the West entryway;

Repair the water-damaged entryway ceiling and roof;

Enclose the West entryway and ensure management of HVAC and runoff water.

Because of water damage to the West entryway ceiling, the ceiling and possibly the interior roof structure needs repair. This entrance is 1 of 2 primary entrances to the Library building. This entrance is a heavy traffic area that is actively used especially by teenagers 7 days per week year-round, and is only closed for major holidays. Open hours for usual access of this entryway may be as early as 8:00 am and as late as 8:00 pm.

Factors to consider in preparation of a successful proposal include, but are not limited to:

Management of water flow from the roof.

Management of water flow from the ramp and other ground runoff areas.

Enclosure of the West entrance area as an HVAC buffer zone.

Elimination of all exterior steps.

Entrance from the West with the existing ramp and sliding glass doors.

Requirements for a successful proposal include:

Building safety (a ceiling and walls that will not collapse and possibly injure a person in the entrance area).

Sturdy building construction to withstand heavy and somewhat rough use on a daily basis especially by teenagers.

Building security to ensure that public assets such as books and computers, and the physical building, are not compromised. Staff must be able to lock the building with ease during routine closing procedures every night.

A bond of $100,000 will be needed.

Details of insurance coverage.

A drawing that illustrates with appropriate detail the proposed entrance plan.

A presentation to the HPL Board if selected as a final proposal.

Proposals will be reviewed by the Library Administrative Team prior to consideration by the HPL Board, and then a construction contract may be awarded by the HPL Board if a proposal is considered acceptable. Bids received late, after the advertised bid submission deadline, will not be opened or considered except by the Board’s special decision to waive the deadline.

The HPL Board reserves the right to reject any or all proposals. All proposals become the property of Hays Public Library and will not be returned. If a proposal is selected, it will be the most advantageous with consideration to price, quality of service, vendor qualifications, capability of the vendor to provide the specified service, and other factors which HPL may consider. The Library reserves the right to consider proposals for modifications at any time before a contract can be awarded, and negotiations would be undertaken with that proposer whose proposal is deemed to best meet the Library’s specifications and needs.

Selection criteria:

* Ability to solve the three stated problems................................ 25%

* Fit with existing building (ramp, doors, roofline)........................20%

* Overall aesthetic design.......15%

* Building security...................15%

* HVAC integrity and coordination with existing system................15%

* Structural integrity................10%

............................................ 100 %


* RFP invitation advertised

13 April 2017

* RFP submission deadline 9 May 2017

* Notice to final 2 bidders 11 May 2017

* Notice to unsuccessful bidders 11 May 2017

* Notice to successful bidder 15 June 2017

* Notice to unsuccessful final bidder 15 June 2017

* Construction to begin within 30 days of 15 June notice

17 July 2017

* Construction completed in 60 days from start of construction 18 August 2017

Proposals must be signed by an official authorized to bind the proposer to its provisions for at least a period of 90 days. The price quotations stated in the proposer’s response will not be subject to any price increase from the date on which the proposal is delivered to the Library to the mutually agreed upon date of contract.

Please direct any questions regarding this RFP to James Agee at the address below. It is recommended that proposers arrange a visit to the site for a tour. Signed and sealed bids should be sent before 10 May to:

James Agee, Library Director

Hays Public Library

1205 Main Street

Hays, Kansas 67601