Consulting Services

The vendor is required to provide from qualified consulting firms to lead a comprehensive system-wide planning and development process.
- The master plan will assess existing library facilities, project future library service needs, and identify strategic opportunities for growth and improvement.
- Include for services:
a. Data review and integration:
• Review and analyze the data from agency climate action plan, building condition assessment, and accessibility audit.
• Integrate key recommendations, goals, and action items from all three reports into one cohesive and actionable plan.
b. Asset inventory and condition assessment:
• Conduct a spot check style review of agency existing library facilities to ensure plan accuracy.
• Review areas include physical assets such as buildings, HVAC systems, electrical systems, plumbing, accessibility (egress path improvements) etc.
• Evaluate the current condition and lifespan of HVAC systems major assets and prioritize them based on age, condition, and criticality to operations.
o Partner with agency HVAC maintenance vendor to review existing data.
c. Accessibility integration:
• Address all accessibility concerns and recommendations highlighted in the accessibility audit.
▪ Exclude visual stimulants called out in accessibility audit.
▪ Focus on building access, walkways, and emergency egress pathways.
• Capture construction related site alterations to improve library access.
• Integrate alterations into first 10 years of the master plan, prioritizing the largest needs first.
• Ensure that all facilities are compliant with current ADA standards and incorporate improvements for equitable access for all patrons.
d. long-term maintenance strategy:
• Provide a 25-year maintenance schedule, broken down by major asset categories, with timeliness, estimated costs and resource needs.
• Define strategies for asset replacement, repair and lifecycle management.
e. Financial planning:
• Include a detailed cost estimate for implementation, including capital and operating expenditures.
• Identify funding sources or strategies to support the plan's long-term visibility.
f. Risk management and contingency planning: develop risk management strategies for critical systems and provide contingency plans for unanticipated asset failures or emergency maintenance needs.
g. Vendor engagement and stakeholder input: engage with agency staff, existing service vendors, and other stakeholders as appropriate, ensuring their needs and expectations are considered in the final plan.
h. Future growth and development integration:
• Incorporating current facility plan for practical, climate and access purposes.
• This will provide agency with a guide for future growth and a conceptual layout for areas of future development.
• Guiding agency for opportunities in expansion as our communities in many of our locations are growing faster than our ability to provide adequate service.
i. Final plan:
• Deliver a final, actionable report that includes a clear implementation roadmap, including timelines, milestones, and performance indicators.
- Pre-Proposal Meeting (Bidders Conference) (Non-Mandatory) Date: April 17, 2025
- Questions/Inquires Deadline: April 18, 2025