7 Library Design Approval
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City ofChanhassen Library Project
Request for Proposal
City of Chanhassen, Minnesota
Library Project
{Draft} Request for Proposal
A. General Purpose and Proposal Guidelines
I. The City of Chanhassen and Carver County plan to construct a library for
occupancy in 2002. The City is seeking design proposals for the project that shall
include:
a. Development of a schematic site plan for the library.
b. Complete design services for the library (schematic design, design
development, construction drawings).
c. Development of interior furnishings and signage plans, including furniture
and sign bid document(s).
d. Work with City staff in administering/observing construction activities.
2. Submission ofProDosal
Seven copies of the proposal should be submitted by 12 o'clock noon,
November., 2000, to the- resource agent identified below. Due to the
requirements of this RFP,faxed proposals will not be accepted. Late proposals
will not be accepted.
3. Resource Agent
Questions regarding this Request for Proposal, or submitted proposals, should be
directed to:
Scott A. Botcher, City Manager
City of Chanhassen
690 City Center Drive
Chanhassen, MN 55317
Phone: 952-937-1900 ext. 112
Fax: 952-937-5739
sbotcher@ci.chanhassen.mn.us
4. AcceDtance ofProDosal
The City ofChanhassen reserves the right to cancel the Request for Proposal at
any time, to reject any and all proposals as it sees fit in what it alone deems to be
in the best interests of the City, to accept other than the lowest fee proposal, and
to negotiate the specified dollar amount, or any portion of that amount.
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City of Chanhassen Library Project
Request for Proposal
5. Proiect Team
The proposal should clearly outline the background and experience of the firm
and the project team members who will be involved in the project. No change in
perSonnel assigned to the project will be permitted without prior approval of the
City's project manager.
6. Proposal Preparation
The City of Chanhassen will not be responsible for any costs incurred by
applications in preparing proposals. Proposals will be returned upon request,
absent one kept as a City file copy, at the applicant's expense.
7. Indeoendent Price Determination
Applicants are held legally responsible for their proposals. Applicánts are not to
collaborate, for the purpose of restricting competition, with other applicants or
competitors in developing proposals.
8. Selection and Review Process
A selection committee will review and rank proposals. Three to five firms will be
recommended to the Chanhassen City Council for interviews. Those firms
selected for interviews will be informed of the exact time and place of the
interview at a later date.
9. Contract Tvoe
A contract for charges with a not to exceed maximum will be executed between
the successful applicant and the City of Chanhassen. Only those firms invited for
an interview by the Chanhassen City Council will be asked to submit a fee
proposal. The exact deadline for the fee proposal will be provided to the selected
firms.
10. Council Obiectives
The City's desire is to deliver a high quality library as economically and
professionally as possible.
The City, both at the staff review level and at the final interview stage with the
Council, will ask the respondents to give us their opinion as to their recommended
process( es) for incorporating public input in the design of a building such as is
contemplated here, experiences in the past with specific methodologies, and
rationales for each.
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City ofChanhassen Library Project
Request for Proposal
B. Nature of Project
I. The public library in Chanhassen is recommended by a needs assessment to
contain approximately 34,000 gross square feet. A proposed site is immediately
adjacent to Chanhassen City Hall and may have shared parking with the City Hall
site. The total budget for the Chanhassen Library is $6.0 million. Carver County
is responsible for the furnishings.
2. The library will incorporate and emphasize technological advances to provide
improved public service. The buildings will need to be able to incorporate a wide
variety of electronic based services and be flexible to accommodate future
changes in technology.
3. The library will be a part of Carver County's library system. The central
processing for the system is planned to be performed off site.
c. Scope ofthe Work
1. The selected party will:
· Meet with City and Library staff to gain an understanding of the project
program and project constraints and to develop a project timetable.
· Lead a series of public meetings to gather input from citizens as to what they
expect in a library. Citizen input will be important in the development of the
plans for the library.
· Prepare interactive program diagrams or sketches illustrating program spaces.
· Analyze alternative site plans and assist the city in selecting a specific location
for the facility.
· Prepare a schematic design based upon the project program and approved
schematic site plan.
· Prepare design development and construction drawings based on the program
and approved schematic design.
· Prepare an interior design plan, including furniture and equipment placement,
furniture specifications and signage, for the facility.
· Prepare project manuals and bid specifications for construction and interiors.
· Oversee construction and interior bid processes.
· Coordinate with general contractor in observation of the construction work,
prepare change orders, and issue RFP's and ASI's.
· Prepare the necessary punch list and project closeout documents.
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City ofChanhassen Library Project
Request for Proposal
2. The party will be responsible for ensuring that applicable Federal, State, and local
codes and regulations related to the facility design are met.
3. The schematic site plan will, at a minimum, indicate the approximate footprint of
the building, the location of required parking, and other site features. The final
site plan shall be assumed to be an evolutionary process involving analysis of
schematic alternatives with appropriate presentations of staff and elected!
appointed officials.
4. The schematic design will, at a minimum, indicate the approximate building
square footage, the anticipated location of the different building elements within
the building, the relationship between the building elements, the proposed
building elevation and outline specifications.
5. The interior design plan will include the location and specifications of all interior
furniture, whether freestanding or built in place. It is anticipated that all of the
furniture will be new. The interior design plan shall include interior signage.
The City shall specify the sign system to be used in the building, but the party
will be responsible for identifying the number, location, and wording of all signs.
6. The construction bid drawings (including architectural, mechanical and electrical)
will be on AUTO CAD or compatible software. A copy of the CAD files(s) shall
be provided to the City at the time of bidding. Your proposal shall indicate your
firm's software and system to be used for the project. The cost of providing the
plans via CAD should be reflected in your final proposal. At the conclusion of
the project, "as-built" drawings shall be provided to the City with the same
software.
7. During the Design Development phase of the project, the architect will contract
for or develop a virtual computer model of the library facilities. The model will
allow City staff to "tour" the proposed facilities by either panoramic nodes or a
lineal course. The model will provide staff with a realistic representation of the
interior of the building.
8. The City may hire an independent cost estimator to conduct periodic cost
estimates and assist in value engineering. The selected party will cooperate with
the cost estimator in the preparation of three estimates (schematic design, design
development, and 90% construction drawings).
9. The City may use a construction manager. City staffwill coordinate construction
activities and construction related issues.
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City of Chanhassen Library Project
Requestfor Proposal
10. During the design phase, the architect/designer will need to meet regularly with
City project staff. Typically, these meetings will be held at Chanhassen City
Hall.
II. It is anticipated that the project design team will make three presentations to the
Chanhassen City Council and two presentations to the Carver County Board.
12. The City's desire is to deliver a high quality library as economically and
professionally as possible.
The City, both at the staff review level and at the final interview stage with the
Council, will ask the respondents to give us their opinion as to their recommended
process( es) for incorporating public input in the design of a building such as is
contemplated here, experiences in the past with specific methodologies, and
rationales for each.
D. Criteria for Selection
In order to facilitate the selection process, your proposal should provide the following
information:
1. Experience of the Desil!ll Team Members
a. Provide the following information for each proposed team member:
I) Name
2) Firm for which they work
3) Job title for this project
4) Specific duties assigned on this project
5) Recent experience in library or other related facilities
6) Education of each team member
When describing recent experience, begin with the individual's most
recent projects and include: project, location, size (cost and sq. ft.), year
completed, the individual's job title or responsibilities, and firm (if
different than current).
b. List the projects that the team members have collaborated on in the past.
Include: project, location, year, project size, type ofproject. Describe the
steps you will take to insure that all aspects of the project will be well
coordinated.
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City of Chanhassen Library Project
Request for Proposal
c. Describe methods you will use to ensure that the design and construction
of the project will be completed on time and within budget. Indicate your
firm's track record on completing proje~ts within budget.
2. A vailabilitv
Identify the team member's current projects and the project's stage of
development. State when the team members will be available to begin work on
this proj ect.
3. References
Please provide client references (name, address, phone number, and e-mail) for
projects of a similar size and nature.
4. Desil!ll Philosophv
Please identify what you feel are the most important emerging library design
issues (including library technologies) and discuss how these issues will impact
library design.
5. Enerl!V Conservation/Operational Efficiencv
The City stresses energy conservation and operational economic efficiency in all
of its construction and remodeling projects. Please address your achievements in
energy conservation design and achieving operational efficiency.
6. Calculation of Fees
Only those firms invited for an interview by the Chanhassen City Council will be
asked to submit a fee proposal.
7. Claritv and Creativity of Proposal
A. The City's desire is to deliver a high quality library as economically and
professionally as possible.
The City seeks creative proposals especially as it relates to encouraging and
incorporating public input into the design of the library. Creativity in design will
be valued, and showing the ability to communicate your creativity clearly will be
equally valued. For example, the City of Chanhassen wishes to incorporate this
facility with a larger community "City Commons" potentially adjacent to this
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City ofChanhassen Library Project
Request for Proposal
library, and the City is looking for, in part, respondents who can develop a larger
vision and communicate it clearly.
E. Additional Submittals
To facilitate the selection committee's evaluation, the following should be attached to
your proposal.
I. If not provided in your proposal, include one set of photographs and!or drawings
(no larger than II in. x 17 in.) that illustrate previous design projects, preferably
library projects. Ifpossible, include both interior and exterior views. The
photographs and drawings will be returned upon request, at your expense.
2. One copy of a project manual for a similar project. This will also be returned
upon request, at your expense.
F. Contract and Conditions
The selected firm will be required to enter into a contract with the City of Chanhassen.
Additional contract conditions may be required, depending upon the nature and extent of
the services to be provided. The City reserves the right to negotiate a change or
modification to any of the proposed contractual conditions.
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