Rotary Reads Kids Club RFP Answers to Questions #1

Questions Received as of April 12, 2018

Question: Knowing that the target population is children and families, what is the

target age-range for children?

Answer: Our libraries’ kids’ spaces welcome children and families daily. These spaces

are geared towards infants to early elementary children. Target age range for these

spaces are 0 - 10 years old.

Question: Below, are notes on what the $75-100K budget does and does not cover. Is

this correct? Please clarify where needed.

a. $75-100K DOES cover

Professional fees (assessment, design concept, presentations,

meetings, template)

i. Purchase of furniture (i.e. catalogue/”off-the-shelf”—not custom-

fabricated) if specified in the design

ii. Purchase of finishes (e.g. flooring, paint, etc.) if specified in the

design

iii. Implementation in four branches.

Does the $75-100K budget cover the installation of signage, furniture, and finishes?

Is installation to be performed and/or supervised by the awardee at a cost covered

under the $75-100K budget?

b. $75-100K does NOT cover

i. Signage production (this will be provided by library in-house

printing services)

ii. Fabrication of furniture or other aspects of the built environment

iii. Technology (e.g. computers, tablets, touch screens, etc.)

iv. Future implementation in other branches

Answer: Items listed in a “$75-100K DOES cover” are correct, covered by the budget.

Installing furniture and finishes, but not the signage, must be included in the $75-$100K

budget. The installation costs should also be covered in the original budget.

In terms of items listed in b “$75-100K does NOT cover” - Fabrication of unique

furniture or other aspects on the space is not required. However, should a designer

decide to include such a unique piece in the design, it must be included in the budget.

The remaining items listed: signage, technology and future implementation are NOT

part of the $75-100K.

Question: Please confirm or correct the following: Section 3.3 of the RFP (“Describe

proposer’s concept/approach for this project. Suggest potential themes and highlight

pieces that will be included in the design”) may be fulfilled through a written statement

in the proposal. Sketches or other visuals are welcome, but not required.

Answer: This is correct.

Question: Essentially you are saying that both design and furnishings cannot exceed

$100,000. Is that that correct? Need to know what your furnishings requirements are.

Answer: Correct, both design and furnishings must be included in $75-$100K as

explained in the RFP.

Furnishings for the spaces should be easy to clean (no fabric chairs or fabric pieces),

durable, long-lasting, as well as safe, sturdy, bright and welcoming. Any additional questions must be received by the closing date for inquiries, April 16. Additional questions submitted and answers will be posted to the library website shortly after that date.

Meeting Minutes

Buffalo & Erie County Public Library

Wednesday, April 4, 2018

Rotary Reads Kids Club

RFP: Design Children’s Spaces in City of Buffalo Branch Libraries for the B&ECPL

Pre-Submittal Conference and Material Review

Meeting Content

- The Buffalo & Erie County Public Library (B&ECPL) seeks a design professional to

develop and implement a concept design for children’s spaces in the City of Buffalo

branch libraries (Crane, Dudley, East Clinton, East Delavan, Merriweather, Niagara,

North Park and Riverside branches.) Four of these libraries (Dudley, East Delavan,

Merriweather and Niagara) will receive full, immediate design implementation; the

Crane Branch will receive a smaller implementation due to construction planned in the

next two years. The remaining branches (East Clinton, North Park and Riverside) will

receive signage only, however they should still be included in the concept design.

- Proposals should include a description of the concept/approach for the project but do

not need to include actual designs/graphics.

- Designs should include cosmetic changes only (no changes to existing physical

wall/ceiling/ floor structures) and the Rotary Reads Kids Club brand should flow

cohesively through each library. There may be some flexibility within library spaces.

- Note the East Delavan Branch is currently undergoing construction with completion

expected later this year.

- Work should begin immediately on or around June 25, 2018 and must be completed

within 18 months, but no later than December 2019.

- Proposals can be submitted in any Adobe Creative Suite format.

- B&ECPL maintenance staff will be available during predetermined planning meetings

or at the designer’s request with information about lead paint and asbestos testing

results in the libraries.

- All components of the design must be fully accessible and ADA compliant.

- Budget of $75-100K includes all expenses related to the project, including design fees.

- All interior signage will be created by the B&ECPL’s in-house Graphics Dept. at no

additional cost to the budget.

- Community input will be part of the design development process. (Ex: Images of

designs may be placed in libraries along with feedback forms.)

Next Steps

- B&ECPL to provide designers with drawings of library spaces (included below).

- B&ECPL to provide copies of the accepted grant application for more information about

Rotary and B&ECPL’s goals and objectives for this project (included below).

- Designers are welcome to visit and photograph branch libraries during regular open

hours. Please note the photographing of individuals inside the libraries is strictly

prohibited.

- Proposals are due by Wednesday, May 2 at 2:00 pm Eastern Time.

- All further questions should be directed to Maureen Germaine via email (below).

Questions will be taken by email until Monday, April 16. She will respond with an

acknowledgement, and the answer will be posted publicly to the Library’s website.

Contact Info

Maureen Germaine Development Manager Buffalo & Erie County Public Library germainem@buffalolib.org

Buffalo & Erie County Public Library

Rotary Reads-Kids Clubs Across Buffalo!

Statement read by Joy Testa Cinquino

Imagine welcoming, colorful and appealing spaces called “Rotary Reads- Kids Clubs” in all nine, busy City of Buffalo libraries located within the Buffalo & Erie County Public Library System. Featuring kid-friendly furniture, whimsical and bright décor, and easy to use kid computer stations -these special places will offer a wide variety of learning and discovery opportunities, access to information and activities, and vibrant encouragement for children and families to read, learn and just hang out together.

Imagine what a difference these rejuvenated spaces will make at each library, the neighborhoods surrounding them and especially to local children.

It is known that libraries play a substantial role in the education and development of our youngest citizens, who in many cases have few other options for access to books, information and supplemental learning materials.

Rotary Reads-Kids Clubs fulfill a number of key goals including:

high visibility for Rotary over the long term,

impacting large numbers of people in our community,

and most importantly, giving city of Buffalo youth and their families new opportunities to achieve their full potential with resources from the library.

The Rotary Club’s generosity will be on full display in each of the City of Buffalo libraries - with each Rotary Reads-Kids Club consistently branded inside and, where available outside of each building with the Rotary-Kids Club logo.

The community will recognize Library and Rotary Club of Buffalo support for children and literacy across Buffalo through these customized reading spaces in the free public libraries, an investment that will pay huge dividends for tomorrow’s leaders and readers for many years to come.

We are grateful for the interest the Rotary Club of Buffalo has had in the Rotary Reads-Kids Clubs and are excited for the opportunity to work together to see this project come to fruition.

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