HomeMy WebLinkAboutJanuary 7, 2015
COLUMBIA HEIGHTS PUBLIC LIBRARY
Approved
BOARD OF TRUSTEES
2/4/2015
MINUTES
January 7, 2015
The meeting was called to order by Chair Patricia Sowada at 6:33 p.m. Members present were:
Nancy Hoium, Steve Smith, Patricia Sowada, and Catherine Vesley. Also present: Council
Representative Gary Peterson, Library Director Renee Dougherty, and Recording Secretary Renee J.
Rewitzer. Not present: Barbara Tantanella.
The minutes of the December 3, 2014, Board meeting were approved as mailed.
The bill list dated 12/10/14 of 2014 bills was reviewed. It was moved, seconded, and passed that the
bills be paid.
The bill list dated 12/23/14 of 2014 bills was reviewed. It was moved, seconded, and passed that the
bills be paid.
The 2014 accounting dated 12/3/14 was reviewed.
Smith commended that line description 3210 Telephone & Telegraph needs to be updated. Smith
also noted overspending in the EBooks budget line and asked if charges for e-books were based on
actual usage by Columbia Heights cardholders. Dougherty confirmed that budget estimates for e-
books underestimated use and e-book downloads have been increasing.
Old Business:
None.
New Business:
1.Staffing update: A conditional offer of employment was extended to Winnifred Coyne for the
Library Clerk position and her first day will be January 26, 2015.
2.Dougherty notified the Board that the Page position will be posted through January 23, 2015.
The goal is to hire two, perhaps three, Pages.
3.Members received a copy of the Request For Proposal (RFP) for architectural services for the
new library and a list of the seven architectural firms invited to respond. Dougherty notified
members that Meyer, Scherer and Rockcastle has formally declined the invitation. Peterson
asked if the library’s thoughts about the plan were in the RFP, Dougherty replied in the
affirmative. Smith asked if site preparation was included in the RFP and Dougherty replied
that it was not; site planning will be addressed separately. Sowada asked about storage
provisions for Sister Cities International and Dougherty confirmed that the space for
community partners including the Sister Cities will be included.
4.Members wish to extend a thank you to Kevin Hanson for his work on the RFP.
5.Dougherty said that last Monday’s (January 5) Council work session reviewed and discussed
the nineteen applicants for the Library Design Task Force and selected eleven to appoint.
They will be confirmed at the Council meeting on Monday, January 12. The eleven
proposed members are: Jennifer Blake, Trisha Conway, Tami Diehm, Adrian Durand,
William Hugo, David Larson, Tom Letness, Charlie Oribamise, Rachel Schwankl, Emily
Spiteri and Catherine Vesley.
6.Dougherty reported that the Library Foundation had a successful movie fundraiser in
December, 2014. The Foundation will meet in March to discuss their ongoing role in the
design of the new library.
1- 1/7/15
7.Members received December crossover statistics for review. Dougherty remarked that
CHPL had the third highest computer use in Anoka County.
Items from the Floor:
1.Dougherty shared with members that there were five participants for the Senior Surf class
that was held on Wednesday. A reporter from the Star Tribune writing a feature for the Metro
North section observed for most of the class and took photos.
2.Dougherty reported that the Adult and Juvenile Winter Reading programs are in full swing
and author Sharon Stitelor will be presenting a talk on Wednesday, January 14.
3.Smith mentioned that John Cox will present a talk on February 11 about World War history.
There being no further business, the meeting was adjourned at 7:29 p.m.
Respectfully submitted,
Renee J. Rewitzer
Recording Secretary, Library Board of Trustees
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment
or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow
individuals with disabilities to participate in all City of Columbia Heights services, programs, and activities.
Attachments: Architect Distribution list, RFP for City Library Architectural Services City project 1410, November 2014
Crossover survey
2- 1/7/15
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CITY LIBRARY ARCHITECTURAL SERVICES
CITY PROJECT 1410
CITY OF COLUMBIA HEIGHTS
December 2014
REQUEST FOR PROPOSAL (RFP)
FOR PROFESSIONAL SERVICES
ARCHITECTURAL
CITY OF COLUMBIA HEIGHTS, MINNESOTA
COLUMBIA HEIGHTS PUBLIC LIBRARY
City Project: 1410
I. GENERAL REQUIREMENTS
Interested firms should submit their proposal no later than 3:30 P.M. January 14th, 2015 to the
Director of Public Works, 637 38th Avenue N.E., Columbia Heights, MN 55421.
In submitting a proposal to provide the requested services, the following is required in order to
expedite the review process by the representatives of the City.
1. The length of the proposal should not exceed twenty (20) pages, excluding figures, resumes
of personnel, firm experience, qualifications, site plans, etc., excluding the fee proposal,
which should be provided in a separate sealed envelope.
2. The proposal should not contain non - applicable promotional materials and should address
only the points requested in this document. If requested elsewhere in this RFP, provide
separate schedules and fees for separate sections of work.
3. In a separate sealed envelope, provide a schedule of the most current billing rates for
individuals involved; this must include a total cost to complete the work in the specified time
frame. Provide alternate costs as requested.
4. Ten (10) print copies of the proposal should be addressed to the Director of Public
Works /City Engineer, 637 38th Avenue N.E., Columbia Heights, Minnesota, 55421, to be
received by 3:30 P.M. January 14th, 2015. In addition, a digital copy of the proposal should
be emailed to the City Engineer at kevin. hansenAci.columbia- heights.mn.us
5. If the firm is proposing to use subconsultants, the subconsultant should be identified along
with how the work will be divided.
6. The City of Columbia Heights reserves the right to reject any proposal that does not comply
with the requirements of this R.F.P.
7. The City Council will consider the proposals at their regularly scheduled meeting on January
26th or February 9t1, 2015.
H. BACKGROUND AND GOALS
The City of Columbia Heights has had a library since 1928 when the Silver Lake Mother's Club
organized and created a public library to support the educational mission of the new public high
school. The first library was located at 3949 Central Avenue in the Heights Theatre building. In
1953, the City officially recognized the library as a department of the City and began providing
regular financial support. All library functions are now funded exclusively by the City.
Originally built in 1959, the current facility has outlived its useful life. An analysis of City facilities
conducted in 1999 recommended a building of at least 20,000 square feet to meet library needs of
the community ; An analysis of the Library operations and space needs was updated in the
2013 Needs Assessment and Master Plan — attached.
REP Architectural Services — Columbia Heights Public Library
Page 2
Further analysis was also conducted in the preparation of a Site Consideration, Conceptual Desi _an
and Cost Estimate report dated June 16, 2014 — attached. The following goals have been established
for a new public library:
• Reaffirm the library's primary mission as a life -long learning center for people of all ages.
• Columbia Heights children's programming has above average attendance and circulation of
children's materials; therefore priority should be given to children/teen spaces.
• Core features of the new facility should:
o Provide comfortable reading, study, and general meeting areas in an energy efficient
building with natural daylighting — include private yet visible small study rooms and
flexible space for children's and adult programs or large -group meetings.
o Program space should include multi -media technology to enhance teaching, learning and
collaboration such as ceiling mounted projectors, smart board(s), smart podiums, AN
access in meeting rooms and story time space or other collaborative tools.
o Enhance access to public computing with wireless internet access and printing, additional
desktop computers, scanning equipment, a microfilm reader /printer.' Recognize that
technology becomes obsolete quickly but anticipate change, potential expansion, and the
increasing use of mobile devices.
o Provide additional space and equipment to increase efficiency in materials handling
(borrowing and returning items, delivery) and processing new materials and repairing for
collection.
o Introduce self - service check out and return capability for patrons with RFID technology
compatible with Anoka County Library's system planned for implementation between
2015 -2017.
o Consolidate customer service and reference into a single desk
o Serve as a meeting center and repository for historical materials from community partners
such as the Columbia Heights Historical Society (CHHS), Sister Cities International, and
the local school district.
• Minimum design characteristics shall include:
1. Project Site: 3939 Central Avenue — commonly referred to as the old Burger King. The
City also owns the adjacent parcel referred to as the Mady's property, and is depicted on
the Site Map -
2. The City will replat the property to combine the two parcels concurrent with the project
development; special consideration will be made to make the overall site compatible with
the south adjacent future redevelopment site.
3. Building Size: 22,600 minimum to 24,000 maximum (square feet).
4. Building Type: single story, slab on grade, pile supported footings with a structural slab
spanning to piles.
5. A Library that fulfills the Vision and meets the Needs as developed by the Library Task
Force detailed in the 2013 Needs Assessment and Master Plan
6. Design features of a 21" Century Library (2013 Needs Assessment and Master Plan,
page 6.
7. The Library shall meet or exceed Columbia Heights Central Business District Design
Guidelines — attached.
8. The City intends on partnering with the local watershed, the Mississippi Water
Management Organization (MWMO), for storm water management and to create a
treatment system as an educational resource to be available for Library programming.
RFP Architectural Services — Columbia Heights Public Library
Page 3
9. The following budget has been established for the project:
GENERAL ESTIMATE OF COSTS:
3939 Central Avenue
New Building: $5,880,000
Site Specific Costs: $1,521,000
Consultant: Architectural /
Geotechnical /Civil/other: $ 525,000
Furnishing/Fixtures /Equipment: $ 475,000
Technology /other: $ 95.000
Total Costs: $8,496,000
Project Contingency ( -5 %) $ 400,000
The primary goal of this project is to build a new City Library that is people- centered and customer
focused, future- oriented and technology centric, space flexible and energy - efficient, adaptable and
optimizes work flow, and is beautiful, and will serve the city for the next fifty years.
A secondary goal of the City for the new Library is a move -in date of May 22nd, 2016. Accordingly,
the project schedule must be developed to maintain this goal. While the project is intended as a
traditional design- bid -build development, the Architect shall work with the City to develop a bidding
schedule that may involve `bid packages' to maintain the goal of move -in ready by May 22nd, 2016.
Each proposal should specifically address the consultant's ability to adhere to the project schedule
by providing the appropriate staffing resources to the project.
The City of Columbia Heights shall contract separately for the following professional services for
the Project Team:
• Geotechnical
• Site / Civil / Landscaping
• Surveyor
• Program Management / QC/ QA
• Project Representation
• Project Commissioning
For the preparation of your proposal, it is the City's intent that contracts for the services identified
above shall be awarded concurrently with the Architectural award.
III. SCOPE OF SERVICES
The Architectural Design work requested in this RFP shall continue from the 2013 Master Plan and
2014 Concept Design for FULL SERVICE ARCHITECTURAL including:
Public Participation process
Schematic Design
REP Architectural Services — Columbia Heights Public Library
Page 4
• Design Development
• Construction Documents
• Public Bidding
• Construction Phase Services
• Coordination with other City Consultants or Agents including Geotechnical and Site /Civil
• Add Alternate 1 - IT and Technology
• Add Alternate 2 - FF &E Design
The responders should demonstrate their experience in dealing with moderate and complex
governmental projects. Respondent's project team personnel should have similar experience with
working on complex projects dealing with government facilities — libraries. Include in your
proposal references for at least three (3) public library projects that your firm has successfully
completed in the last eight (8) years. Firms that do not demonstrate successful completion of at least
three (3) public library projects will not be considered.
1. Public Participation
The City has established a Library Design Task Force or LDTF. This committee is comprised
of citizen volunteers, city staff and one or more City council member(s). It is intended to be
an advisory body to the full City Council and will assist in making key decisions at major
points in the development of the Library Design. One Public Open House will also be
established at either schematic level or preliminary design stage to present key features and
materials of the new City Library and allow an opportunity for general public comment and
input. The LDTF will assist in the open house and public input process. Schematics of the
new Library will be also be displayed for a short time period on the City's website to allow
for further public input. It should be anticipated to have up to four (4) meetings with the
LDTF concluding with the construction document phase.
2. Schematic Design:
a) Review existing work, reports, and studies completed to date.
b) Evaluate primary building materials developing options to stay within the project budget.
c) Prepare a schematic design for the new Library — interior and exterior.
d) Evaluate different building systems relative to long term operational costs and life cycle
costs such as LED lighting, heating and cooling systems, etc.
e) Meet with staff and the LDTF as required reviewing materials and the schematic design.
f) Coordinate an updated cost estimate based on the schematic design, including any
revisions.
g) Develop a preliminary master project schedule.
h) Coordination with other City Consultants.
i) Public input including one City Council work session meeting.
Deliverable: Schematic Design Documents, project schedule, cost estimate — for approval.
3. Design Development
a) Based on the City's review and approval of the Schematic Design, prepare detail design
documents (drawings and other documents) that include:
• Plans, sections, elevations, typical construction details
• Diagrams or layouts of building systems along with efficiency calculations
• Establishment of the architectural, structural, mechanical and electrical systems
RFP Architectural Services — Columbia Heights Public Library
Page 5
• Specifications that outline types and quality of materials and systems types.
• Review and confirm that current ADA rules are incorporated into the new
building and site plan.
b) Meet with staff and the LDTF as required reviewing preliminary and final design.
c) Coordination with the Building Official and other City Consultants
d) Provide an evaluation of utilizing comprehensive bid packages based on the project
schedule.
e) Coordinate an updated cost estimate based on the schematic design, including any
revisions.
j) Update the preliminary master project schedule.
f) Public input including one City Council work session meeting.
Deliverable: Final Design Documents, project schedule, detailed cost estimate — for approval.
4. Construction Documents
Based on the City's review and approval of the Final Design, prepare construction documents
consisting of Drawings and Specifications to be used for public bidding. The bidding
documents shall be coordinated with and include work from other consultants hired by the
City such as the geotechnical and site civil. To achieve the project goals, `bid packages' may
be utilized with different project schedules.
5. Public Bidding
Following the approval of the Construction Documents, the Architect shall assist the Owner
in obtaining competitive bids, confirming responsiveness of bids, determining the successful
bid, recommending for contract award to the City Council, and assist with preparing
contracts for construction.
The Architect shall assist the City in bidding the project by:
• Procuring the reproduction of Bidding Documents, both online and hard copy.
• Distributing the Bidding Documents to prospective contractors and vendors.
• Organizing and conducting a pre -bid conference for prospective bidders.
• Preparing responses to questions from prospective bidders and providing
clarifications and interpretations of the Bidding Documents to all prospective
bidders in the form of addenda.
• Assist with: organizing and conducting the opening of the bids, providing a bid
review and tabulation, and subsequently documenting and distributing the bidding
results.
• Assist with the review and recommendation to the City Council on the bid results
to determine the low, qualified, responsive bidder.
The Architect shall consider requests for substitution, and following review with the City,
prepare and distribute addenda identifying approved substitutions to all prospective bidders.
6. Construction Phase Services
The Architect shall provide administration of the Contract between the City and the
Contractor as set forth below and in AIA Document A201 TM -2007 General Conditions of the
Contract for Construction.
RFP Architectural Services — Columbia Heights Public Library
Page 6
The Architect shall advise and consult with the City during the construction. The Architect
shall have authority to act on behalf of the Owner.
The Architect shall visit the site at intervals appropriate to the stage of construction, or as
otherwise required to become generally familiar with the progress and quality of the portion
of the work completed, and to determine, in general, if the work observed is being performed
in a manner indicating that the work, when fully completed, will be in accordance with the
Contract Documents.
The Architect shall attend progress meetings with the Contractor, City and other entities as
work progresses, at not less than two week intervals. More frequent meeting may be
necessary depending on the stage and complexity of the work taking place.
The Architect shall keep the Owner reasonably informed about the progress and quality of
the portion of the work completed, and report to the Owner (1) known deviations from the
Contract Documents and from the most recent construction schedule submitted by the
Contractor, and (2) defects and deficiencies observed in the work.
The Architect has the authority to reject work that does not conform to the Contract
Documents.
Project closeout including coordination of closeout documentation.
7. IT and Technology — ADD ALTERNATE PRICING
The Architect shall complete design work for all power and data requirements. Additionally
include the design coordination for monitors, projectors, smart boards, screens, kiosks, etc.
8. FF &E — ADD ALTERNATE PRICING
As an alternate on the fee portion, provide design services of FF &E for the building,
including coordination with power and data requirements for FF &E.
9. FEES
In a separate sealed envelope, provide your firm's fee proposal. The envelope shall be
clearly marked and dated with the following:
• Professional Services Fees for Architecture and Engineering services,
Columbia Heights Public Library
• Firm Name & Contact Name and Phone Number
Provide your fee as follows:
• Total A/E Fee for Schematic Design through Construction Administration
Services, based upon the hourly work plan provided in the proposal.
• ADD ALTERNATE #1 - Total Fee for: IT and Technology Design, Selection,
Bidding and Construction Administration.
• ADD ALTERNATE #2 - Total Fee for: FF &E Design, Selection Bidding and
Construction Administration.
• Please note any additional services fee which the City should consider.
RFP Architectural Services — Columbia Heights Public Library
Page 7
Information Provided By City
The City has provided the following information with this RFP:
• Space Needs Report (1999)
• Needs Assessment and Master Plan — March 5, 2013
• Site Consideration, Conceptual Design, Cost Estimate — June 16, 2014
• Geotechnical Report
• Aerial and GIS data for 3939 Central Avenue
• Current Library Building Plans
• Sample AIA Contract as form of Agreement
IV. PROPOSAL CONTENTS
Proposal Questions
Responders, who have any questions regarding this RFP, must submit questions by e -mail only to:
Kevin Hansen
E -mail: Kevin.HansenAci.columbia-heights.mn.us
All questions and answers will be e- mailed to all persons sent an RFP. Please note that all
questions will be posted verbatim as submitted.
Questions regarding this RFP must be received by the City no later than 3:30pm Central
Standard Time on January 7a', 2015. Responses will be sent by end of day January 9a', 2015.
No other department personnel are allowed to discuss the RFP before the proposal submission
deadline. Contact regarding this RFP with any personnel not listed above could result in
disqualification.
1. Project Approach
Should reflect the firm's understanding of the requirements of the project and your project
approach for accomplishing the work. Merely restating the scope of services will not be
acceptable.
2. Schedule
Should include a schedule depicting the task activities, their inter - relationships, and the
projected completion dates. It should also contain a discussion of the firm's total staffing and
its procedures for maintaining schedule compliance in the event of unforeseen delays or other
such circumstances.
3. Project Personnel
Should outline the general responsibilities of the firms to be involved if more than one.
Should also contain the names of personnel with key responsibilities for the work and a
description of their role and duties for this job, and detail their training and work experience.
It must also include an organizational chart for these people, delineating responsibilities and
showing lines of authority and communication. It should also contain biographical resumes
of these individuals with emphasis on their background on comparable projects and similar
REP Architectural Services — Columbia Heights Public Library
Page 8
roles to those proposed for this project. No change in personnel assigned to the project will
be permitted without approval of the City.
4. Relevant Experience
Should discuss demonstrated experience of firm and project team with projects of similar
scope and magnitude to the proposed project. An outline of the responder's
background and experience with particular emphasis on libraries at the local, county or state
level of government work. Provide a minimum of three (3) examples of same or similar
libraries completed by the responder's firm or project team personnel.
Performance
A detailed work plan identifying the work tasks to be accomplished and the budget hours to
be expended on each task and subtask. This work plan will be used as a scheduling and
managing tool by the City and will serve as the basis for invoicing. The work plan shall also
identify the deliverables at key milestones in the project and shall indicate the level of City
participation in the project as well as any other servi,os to be provided by the City. City staff
intends to be actively involved with the project.
6. References
Should contain references that may be contacted for the similar projects discussed in the
Experience and Performance Sections. A listing of the names, addresses and telephone
numbers of at least three (3) references for which the respondent has performed similar work
in the last five years.
7. Schedule of Rates and Charges for non - personal (Personal rates are to be included in the FEE
envelope)
Include rates of miscellaneous charges, such as copies, mileage, etc.
8. Benefits to Columbia Heights
All things considered, summarize why you believe the City of Columbia Heights should
retain your firm to perform this project.
V. EVALUATION CRITERIA AND SELECTION PROCEDURES
Quality /Qualification Based Selection
The City is intending to use a two -step process for final selection of the Architect. A Quality Based
Selection will be used to determine the firms that will be interviewed by the LDTF. Contract fees are
excluded from this review. Upon receipt and review of the proposals, the City will decide to
interview two to four of the highest scoring firms as part of the selection process. Final contract
negotiations will then take place with the firm selected out of this process.
Following the interview, the final scope and fee will be finalized with the recommended firm and
will be presented to City Council for approval. If, within 14- calendar days, the City cannot reach
successful negotiations of the scope and fee with the top - ranked firm, the second - ranked firm will be
contacted with and the process will start over.
RFP Architectural Services — Columbia Heights Public Library
Page 9
Representatives of the City will evaluate all proposals received by the deadline. A 100 -point scale
will be used to create the evaluation recommendation. The factors weighing on which proposals will
be judged include the following:
Proposals will be evaluated on the following criteria:
1. Understanding of project objectives ....................... ............................... 20%
2. Work Plan ............................................................... ............................... 20%
3. Qualifications /Experience of personnel working on the project............ 30%
4. Project Schedule ...................................................... ............................... 20%
5. Qualifications /Experience of company ................... ............................... 10%
Understanding of project objectives
Project Approach
Firm's vision of primary goal
Benefits to Columbia Heights
Coordination with project team
Work Plan
Quality of proposal
Realistic development of plan
Coordination with project team
Performance
Project Schedule
Ability to meet secondary project goal
Resources to meet schedule
Coordination with project team
Total 100%
Qualifications /Experience of personnel
Project Personnel
Relevant Experience
References
Qualifications/Experience of company
Relevant Experience
References
Final Recommendation Selection
The final recommendation will be based on the following criteria:
1. Quality /Qualification Based Score ......................... ............................... 40%
2. Interview Score ....................................................... ............................... 20%
3. Project Fee .............................................................. ............................... 40%
VI. Limitations, Terms and Conditions
This Request for Proposal does not commit the City of Columbia Heights to award a contract, pay costs
incurred in the preparation of a proposal or to procure a contract for services or supplies. The City of
Columbia Heights reserves the right to accept or reject any or all proposals received as a result of this
request, to negotiate with any qualified source, or to cancel in part or entirety this Request for Proposal if it
is in the best interest of the City of Columbia Heights to do so. If, for any reason, the firm selected is not
able to commence services under its proposal within 14 days after its award, the City reserves the right to
award the contract to the next most qualified firm. The City will retain ownership of all reports, site plans
or other submittals prepared under the proposal. The proposals and interviews will form the basis for firm
selection. The firm that the City believes to be the best qualified based on the criteria above will be invited
RFP Architectural Services — Columbia Heights Public Library
Page 10
to enter into a contract to perform this project. If you have any questions, please contact me at 763/706-
3705.
Public Works Director /City Engineer
Attachments: (5)
0 1999 City Facilities Analysis
• 2013 Needs Assessment and Master Plan
0 2014 Site Consideration, Conceptual Design and Cost Estimate
• Project Site Map
• Central Business District Design Guidelines
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Architect Distribution List for New Library
12/10/2014
I. Leo A. Daly Company
7302 nd Avenue N, Suite 1100
Minneapolis, MN 55402
612 - 338 -8741
www.leodaly.com
2. Meyer, Scherer and Rockcastle
710 S 2nd Street, 8th Floor
Minneapolis, MN 55401
612- 375 -0336
www.msrdesign.com
3. Cunningham Group Architecture, Inc.
St. Anthony Main
201 Main Street SE, Suite 325
Minneapolis, MN 55414
Tel: 612-379-3400 Fax: 612-379-4400
www.cuningham.com
4. Bentz, Thompson and Rietow
801 Nicollet Mall, Suite 801
Minneapolis, MN 55402
612- 332 -1234
www.btr-architects.com/index.php
5. Lawal Scott Erickson Architects
100 Portland Avenue S, Suite 100
Minneapolis, MN 55401
612- 343 -1010
www.Ise-architects.com/index.html
6. HGA
420 5th Street N, Suite 100
Minneapolis, MN 55401
612 - 758 -4000
http: / /hga.com/
7. DLR Group
520 Nicollet Mall, Suite 200
Minneapolis, MN 55402
612 - 977 -3500
www.DLRgroup.com
G:PW /Projects /2014 /1410 /Bids /potential architects Page 1