Architect Selection Process Timeline (11/06/08)

June 2008 - City of Peoria City Council votes to issue bonds in the amount of $28
million to improve library service throughout the City of Peoria.

July 10, 2008 - The Building Committee agreed to use the same criteria as before for
inviting local firms and those within the 100 mile radius of Peoria that
have libraries representing at least 10% of the firm’s work experience.
A notice that the RFQs were available was advertised in the Journal Star
newspaper.

July 17, 2008 – Following the format of the Quality Based Selection Manual, the
Building Committee developed the qualifications criteria for the
RFQ document that would be sent out.

July 24, 2008 – The Building Committee finalized the RFQ document to be sent to the
local firms and those within the 100 mile radius.

July 28, 2008 – The RFQ for Architectural Services was sent to local firms and those
meeting the criteria within the 100 mile radius. A notice that the RFQs
was advertised in the Journal Star newspaper. And the RFQ documents
were posted on the posted on the Library website. The deadline for the
submissions was August 28, 2008.

Aug.14, 2008 – The Building Committee met to develop the point system for the
evaluation tool that would be used rate the responses to the RFQ and to
develop the short list of firms who would them be invited to interview.

Aug. 21, 2008 – Because there are five separate projects, the Building Committee
decided to evaluate the firms project by project with a separate
evaluation form for each.

Aug. 28, 2008 - Deadline for Submissions. Responses were received from 10 teams.
Material and evaluations were provided to the Committee members for
their review for the purpose of developing a short list.

Sept. 18, 2008 – The Building Committee met to select the firms short lists for
each of the five projects. Five firms were selected overall. The
interviews would be phased beginning with the Main Street and North
Branch projects.

Sept. 25, 2008 – The Building Committee developed the questions for the interview
presentations.

Oct. 2, 2008 - The Building Committee finalized the questions and presentation
requirements along with a schedule for interviews that would take place
on Thursday, October 30, 2008.

Oct. 8, 2008 - Interview packet is sent to firms.

Oct. 9, 2008 - The Building Committee developed follow-up interview questions and
discussed the weighted scoring system to be used when evaluating the
firms.

Oct. 2008 - During this time, Ed provided site tours to the architectural firms.

Oct. 23, 2008 - The Building Committee finalized the follow-up interview questions
and scoring method for the interview evaluations.

Oct. 30, 2008 - The Building Committee interviewed 5 architectural teams for the
North Branch project and 4 teams for the Main Street project.

Nov. 6, 2008 - Building Committee selects firms for the North Branch project and the
Main Street.

Timeline - The Peoria Public Library Building Plan

 

On July 1, 2008, the Peoria Public Library Board of Trustees voted unanimously to locate the North Branch Library at Medina Plains Corporate Park off Allen Road near Route 6.

On June 24 the Peoria City Council voted to issue $24 million in bonds to revitalize and improve the Peoria Public Library system.

On May 24, 2008, the Board of Trustees appeared in front of the City Council to present their building program and site selection plans. Subsequently further information was provided to the Council. See this information here.

Read Library Board President Mike McKenzie's guest editorial featured in the May issue of InterBusiness Issues.

On February 28, 2008 a public meeting was held regarding the proposed North Branch Library. Click here to view information from this meeting.

At the October 16, 2007 Peoria Public Library Board of Trustees meeting the firms of Burnidge Cassel/Library Planning Associates were selected to provide Building Program Services and Farnsworth Group was selected to provide Site Selection Services.

The Peoria Public Library's Strategic Plan will set the course of library service for generations to come.  Look at the plan.

August 23, 2007 - The Building Committee has almost completed the weighting system and questions that will be used to interview firms submitting RFQs for the building program and site manager processes.

July 31, 2007 - Two Requests for Qualifications seeking firms to handle the building program and site selection are available. Submissions  are due no later than 2:00 p.m. on Friday, August 31. Interested parties are invited to apply.  View them here.

July 12, 2007 - The Building Committee of the Peoria Public Library Board of Trustees voted on Request for Qualification documents for a Building Program Manager and for a firm to conduct the site selection process for a North Branch. It was decided to contact all Peoria firms and all firms within a 100 mile radius of Peoria who have done 10% of their business in building libraries and invite them to submit their qualifications. A tenative timeline was established indicating that the RFQ's would be sent out in late July and firms would have a month to return their proposals.

April 17, 2007 - The Peoria Public Library advisory referendum to issue bonds in the amount of $35 million has passed by 72%.

What's the next step? Now that the City Council has heard the public's opinion it will be up to them to vote to issue the bonds.

 
 COVER LETTER
 
July 31, 2007
 
 
 
Dear Interested Party:
 
The Peoria Public Library Board of Trustees invites your firm to submit qualifications for two projects a) Building Program Services for a Multi-Building Library Project and b) Site Selection Services for North Branch Library Project.
 
On April 17, 2007, an advisory referendum to issue bonds in the amount of $35 million to improve library service throughout Peoria passed by 72%. Final approval to issue the bonds is determined by the City Council upon completion and presentation of the Building Program and Site Selection.
 
This packet has been sent to you in both paper and electronic formats, and includes two separate Requests for Qualifications. You may respond to either one or both projects. Please answer all questions and indicate if information requested is not available.   
 
The deadline for submissions is 2:00 p.m. on Friday, August 31, 2007.   Other significant dates are listed on the Schedule of Activities page attached to each RFQ. The Final Strategic Plan as adopted by the Library Board of Trustees is available at www.peoriapubliclibrary.org.
 
I look forward to your reply.
 
Sincerely,
 
Edward M. Szynaka
Library Director
 
                                                                                                                                     
Request for Statement of Qualifications – Building Program

                                 
           
Re:      Request for Statement of Qualifications – Building Program
 
Your firm is invited to submit your Statement of Qualifications to become eligible for a possible interview for program services related to design and construction requirements for the Peoria Public Library. The project’s multi-building program requirements are based on studies by the Library Board of Trustees and Himmel & Wilson, Library Consultants.
 
Attached to this memo are:
 
1)      A general definition of the preliminary scope of the work.
 
2)      A list of information that should be included with your Statement of Qualifications.
 
3)   A schedule of dates and requirements for the selection process.
 
For firms that are selected for an interview, a tour of the facilities is available. See the Scheduleof Activities for tour dates. Your letter and Statement of Qualifications, with ten (10) copies, should be forwarded to the following address and must be received no later than 2:00 p.m. on Friday, August 31, 2007 and should be addressed to:
 
 
Mr. Edward Szynaka

Peoria Public Library
107 NE Monroe St.

 Peoria, Illinois 61602
General Scope of Work                                                                    
 
Peoria Public Library, 107 NE Monroe, Peoria, Illinois 61602      
 
Project: Building Programming Services for a Multi-Building Library Project
 
Contact: Edward M. Szynaka, Library Director
                            309-497-2140
                            edszynaka@ppl.peoria.lib.il.us
 
Group Involvement
Advice:
·         Staff of Peoria Public Library
·         Library Director
·         Director’s Cabinet
·         Perhaps some form of neighborhood involvement
 
Decision Making:
·         Building Committee of the Library Board
·         Final approval of program by full Library Board of Trustees
·         Program presented to City Council for final approval and issuance
                       of General Obligation Bonds to support the project up to $35 million
     
            Studies/Survey material available:
·         Himmel & Wilson Proposed Strategic Plan
·         Final Strategic Plan as adopted by the Library Board of Trustees
·         Census tract data, demographics and service area maps provided by City of Peoria Planning Department
·         2007 Public Library Association Service Responses
 
                       
Scope of Work: Development of Master Building Program comprised of five individual building programs with detailed cost estimates. Individual projects will have overlapping construction timelines and include remodel/expansion of south side location; remodel of Main Library location; remodel of McClure location; remodel/expansion of Lakeview location; and existing building re-use or new construction for new north side location in cooperation and coordination with firm responsible for Site Selection recommendation. Program work should include a review of each building or proposed building to include detailed documentation of service relationships, space requirements, equipment requirements, and special architectural needs. The five program documents should be in writing and include both a timeline for the full project as well as the timing of individual projects.  
 
                       
Selection Process: The Building Committee of the Library Board of Trustees will solicit qualified firms to be narrowed to 3-5 finalists who shall be interviewed for final selection using a weighted measurement scale covering professional qualifications, Library programming experience, design and construction experience. Demonstrated ability to make presentations before the Board of Trustees and the City Council will also be required.
 
Requirements for Statement of Qualifications:                                          
 
Peoria Public Library, Peoria, Illinois
 
Building Programming Services for a Multi-Building Library Project
 
Your Statement of Qualifications should include the following information:
(Please limit responses to 10 pages.)
 
1)   Name, address and brief history of firm
 
2)   Resumes of key personnel to be assigned the project.
 
      a)   Do you have professional staff dedicated to developing library building
            programs? Architectural work? How many (for each)? What percent of this professional staff’s time has been spent working with libraries during the past five years?
 
b)       Who will be the primary contact person working with the Library Board and staff? Describe their availability to the client.
 
3)   Related experience during the last five years.
 
a)   Has your firm or collaborative partner prepared a Public Library building program? If so, list all Library clients for whom you have prepared a building program. Please provide name, address and telephone number of a contact person for each library client listed.
 
b)      Were any of the programs listed above a multi-building project that included a mix of remodeling/expansion/re-use?  If so, please provide name of library, descriptions of the scope, size of buildings, budget and timelines. Please provide name, address and telephone number of a contact person for each library client listed.
 
c)      Please provide representation of your firm’s cost estimating results compared to  bid and construction results.
 
 
4)   How have you assisted clients in obtaining the approval of a major building project by the governing body of a municipality?
 
 
5)   Please provide a timeline of how you would proceed with preparing the building program        
   
      Anticipated Program Start: _________       Program Completion: __________
 
     
6)   You are invited to include a maximum of one page of additional information not     included above, if you believe it may be useful and applicable to this project.
Schedule of Activities                                                         
 
 
The following schedule has been established by Peoria Public Library for Selection of Building Program Services and Site Selection Services.
(Peoria Public Library reserves the right to adjust the Schedule of Activities as needed.)
 
 
 
DATES:         
                   
 
Tues. July 31      Memo requesting Letters and Statements of Qualifications
                           mailed to interested and invited firms.
 
Fri. August 31    Letters and Statements of Qualifications due by 2:00 p.m.
 
Tues. Sept 4       Building Committee reviews Statements of Qualifications.
                           Develop shortlist of 3-5 firms selected for interviews on
                           Thursday,September 13, 2007. Notify selected firms via
                           email. 
 
Wed. Sept 5        Call shortlisted firms advising date/time for interview and
                            pre-interview tour of facilities, along with criteria to be
                            reviewed during the interview.
  
Wed. Sept 5        Memo mailed to all firms, excluding shortlisted firms,
                            informing them of firms to be interviewed and expressing
                            appreciation for their interest.
 
Thurs. Sept 6/    Scheduled tour of Facilities
Fri. Sept 7    
 
Thurs. Sept 13    Scheduled interviews for shortlisted firms, at times and
    locations previously communicated.
 
Tues. Sept 18     Recommendation to Library Board for Approval.
 
___________     Contract with selected firm is negotiated and implemented.
 
 
 
 
 Request for Statement of Qualifications – Site Selection    

July 31, 2007                                                                                                                  
 
From: Peoria Public Library
                        Edward M. Szynaka, Library Director
                        309-497-2140
           
Re:      Request for Statement of Qualifications – Site Selection
 
Your firm is invited to submit your Statement of Qualifications to become eligible for a possible interview for Site Selection services related to design and construction requirements for the Peoria Public Library. This project’s site selection requirements are based on studies performed by the Library Board of Trustees and Himmel & Wilson, Library Consultants.
 
Attached to this memo are:
 
1)   A general definition of the preliminary scope of the work.
 
2)   A list of information that should be included with your Statement of Qualifications.
 
3)   A schedule of dates and requirements for the selection process.
 
For firms that are selected for an interview, a tour of the facilities is available. See the Schedule of Activities for tour dates. Your letter and Statement of Qualifications, with ten (10) copies, should be forwarded to the following address and must be received no later than 2:00 p.m. on Friday, August 31, 2007 and should be addressed to:

Mr. Edward Szynaka
Peoria Public Library
107 NE Monroe St.
Peoria, Illinois 61602
General Scope of Work                                                                    
 
Peoria Public Library, 107 NE Monroe, Peoria, Illinois 61602
 
Project: Site Selection Services for North Branch Library Project
 
Contact: Edward M. Szynaka, Library Director
                            309-497-2140
                            edszynaka@ppl.peoria.lib.il.us
 
Group Involvement
         Advice:
·         Staff of Peoria Public Library
·         Library Director
·         Director’s Cabinet
·         Perhaps some form of neighborhood involvement
           
         Decision Making:
·         Building Committee of the Library Board
·         Final approval of Site Selection by full Library Board of Trustees
·         Site Selection presented to City Council for final approval and issuance of General Obligation Bonds to support the project up to $35 million
     
            Studies/Survey material available:
·         Himmel & Wilson Proposed Strategic Plan
·         Final Strategic Plan as adopted by the Library Board of Trustees
·         Census tract data, demographics and service area maps provided by
      City of Peoria Planning Department
·         2007 Public Library Association Service Responses
 
                       
Scope of Work: Investigate suitable sites for the location of a new North Branch of the Peoria Public Library in the vicinity of Pioneer Park in Peoria, Illinois. Issues to be investigated and reported in writing include existing facilities, potential land acquisitions as well as possibilities for any joint-use facilities. This study and report shall include an evaluation of the environmental condition of the building and land, the retrofit requirements and costs of using an existing facility, availability of parking and ease of access and the financial implications of these issues. The report shall make a recommendation using financial, location and operation considerations with special emphasis on long-term suitability for use, including value engineering for life-cycle costs. Work must be done in close cooperation and coordination with firm responsible for North Branch programming.   
                       
Selection Process: The Building Committee of the Library Board of Trustees will solicit qualified firms to be narrowed to 3-5 finalists who shall be interviewed for final selection using a weighted measurement scale covering professional qualifications, Library programming experience, design and construction experience. Demonstrated ability to make presentations before the Board of Trustees and the City Council will also be required.
 
 
 
Requirements for Statement of Qualifications:
 
Peoria Public Library, Peoria, Illinois                                                    
 
Site Selection Services for North Branch Library Project
 
 
Your Statement of Qualifications should include the following information:
(Please limit responses to 10 pages.)
 
1)      Name, address and brief history of firm
 
 
2)      Resumes of key personnel to be assigned the project.
 
      a)   Do you have professional staff dedicated to Site Selection?
            How many (for each)? What percent of this professional staff’s time has been spent working with libraries during the past five years?
 
b)      Who will be the primary contact person working with the Library Board and staff? Describe their availability to the client.
 
 
3)      Related experience during the last five years.
 
a)   What experience does your firm have in site selection for governmental bodies?
 
b)      Please provide representation of your firm’s cost estimating results compared to
      bid and construction results.
 
c)      How do you assure the site selection process will not be affected by existing financial
      interests?
 
 
4)   How have you assisted clients in obtaining the approval of a major building project  by the governing body of a municipality?
 
 
5)   Please provide a timeline of how you would proceed with the site selection process.     
   
 Anticipated start date: _________       Anticipated completion date: __________
 
     
6)   You are invited to include a maximum of one page of additional information not   included above, if you believe it may be useful and applicable to this project.
 
 
 
 
Schedule of Activities                                                           
 
 
The following schedule has been established by Peoria Public Library for Selection of Building Program Services and Site Selection Services.
(Peoria Public Library reserves the right to adjust the Schedule of Activities as needed.)
 
 
DATES:         
                   
 
Tues. July 31      Memo requesting Letters and Statements of Qualifications
                           mailed to interested and invited firms.
 
Fri. August 31    Letters and Statements of Qualifications due by 2:00 p.m.
 
Tues. Sept 4       Building Committee reviews Statements of Qualifications.
                           Develop shortlist of 3-5 firms selected for interviews on
                           Thursday,September 13, 2007. Notify selected firms via
                           email. 
 
Wed. Sept 5        Call shortlisted firms advising date/time for interview and
                            pre-interview tour of facilities, along with criteria to be
                            reviewed during the interview.
  
Wed. Sept 5        Memo mailed to all firms, excluding shortlisted firms,
                            informing them of firms to be interviewed and expressing
                            appreciation for their interest.
 
Thurs. Sept 6/     Scheduled tour of Facilities
Fri. Sept 7    
 
Thurs. Sept 13     Scheduled interviews for shortlisted firms, at times and
     locations previously communicated.
 
Tues. Sept 18       Recommendation to Library Board for Approval.
 
___________      Contract with selected firm is negotiated and implemented.
 
 

 

The citizens of Peoria will vote on April 17, 2007 on the library referendum to issue bonds in the amount of $35 million to update the Peoria Public Library

History:

On October 9, 2006 the Board of Trustees received a proposed strategic plan from consultants Himmel and Wilson. The recommendations contained in the plan result from more than a year of work on the part of the library and consultants. Peorians were generous with their time as they participated in focus groups, took mail and web surveys and offered ideas.

The Board of Trustees voted on December 19 to accept the plan with the following four modifications:

• allocate monies from the 35 million dollar bond for refurbishing the interior and exterior of the McClure Branch
• 
  assign a deposit collection at the Riverwest site
• 
  reassign the bookmobile to more stops in the south side after the North Branch is built
• 
  work with District 150 on cooperative and collaborative efforts
  

 Peoria Public Library Strategic Plan

Copies of the plan are available at all library branches as well as here. Background studies are available at all library branches. The drawings posted here are conceptual only, to give the viewer an idea of what might be possible.

Do you have a question about the Library strategic plan? Use the comment section below to contact us.