HomeMy WebLinkAboutItem 08 - Library Floor PlanMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: FEBRUARY 6, 2024
SUBJECT: INTERIOR FLOORPLAN DESIGN CONTRACT FOR GRAPEVINE
PUBLIC LIBRARY
RECOMMENDATION: City Council to consider the approval of a design contract for the
Grapevine Public Library interior floor plan with 720 Design.
FUNDING SOURCE: Funds are available in the Special Revenue Fund (Library
Memorial/Donations) for $47,400.
BACKGROUND: Maureen Arndt of 720 Design is the original designer of the current
building and a highly experienced designer and architect specializing in
libraries. Her knowledge of Grapevine Public Library specifically and of
current trends in libraries generally, will provide the ideal combination for
this project and will provide a roadmap to the future of library service.
Grapevine Public Library was renovated in 2001, and at 23 years, it is
time to consider updates, upgrades, trends in service models and
automation, and reconsideration of square footage including footprints of
certain collections and information desks, all of which will require a fully
redesigned floorplan.
Additional safety measures will also be added, such as the ability to
separate and secure the staff area from the public area.
G ' T` 6 l � ? / Gra e Public Library
U N LIBRARY CONSULTING
PUBLIC LIBRARY May 29,2023
Leigh Kapsos
Library Director
Grapevine Public Library
Grapevine, TX
Re: STANDARD LETTER OF AGREEMENT FOR A LIBRARY FACILITY ROAD MAP
This letter will serve as an Agreement between the Grapevine Public Library and 720 Design inc. for professional
services to be performed for you by our company.
Project Understanding
We understand the project to consist of providing consulting services for building space programming and space
planning to identify the best use of space and most efficient flow in the Grapevine Public Library. This Road Map will
result in a plan for the overall reimagined Grapevine Library presented in a phased approach to allow for yearly
budgets to be applied toward the final result. Consulting may include the following based on the May 22"d ,2023
walk through of the library spaces:
Gaming (top priority):
• New wall finishes
• New carpet
• Better acoustics
• New service point
• Generally, make more "cool" and high tech to match the activities in this room
Teen Area:
• Better space planning to maximize the collection, limit hidden corners, and create a
programable area with storage
Library Public Spaces:
• Reduce public computer stations and replace technology furniture
• Develop a logical workflow around the two large service desks, self check, and print release
station.
• Consider a new service desk (circulation, information, mobile service point) model or
configuration to increase usable public space.
• Design the entry lobby to be more retail, consider moving the copy/print area
• Confirm and right size quantity and heights of library shelving.
• Re -design the friends gallery area to consolidate sale items.
Youth Spaces:
• Incorporate more STEAM and literacy interactives.
• Create a more modern space.
Genealogy/Local History:
• Consider moving local history collection and artifacts into genealogy and converting local
history to a programable room.
• Reconfigure genealogy for better use of space (remove gemtrac, create small program space
and staff work space)
Overall:
• Refresh, reimagine, and respace plan in preparation for new carpet.
Space Planning Consulting:
720 design will request information/data from the library in advance of the first meeting. Data may include:
1. Set of architectural plans
2. Yearly report
3. Most recent Long -Range Plan
4. Previous Needs Assessment if applicable
5. Demographics: Service area population and expected growth or change in next 10 years
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G ' T` 6 l � ? / Gra e Public Library
U N LIBRARY CONSULTING
PUBLIC LIBRARY May 29,2023
6. Planned physical collection by NF, Fic, JFic, Easy etc.
7. Planned digital collection
8. Number of programs offered per month by category (technology, youth, adult, teen, etc) in 2022
9. Expected changes in staffing.
10. Technology development plan
11. Existing community partnerships
12. Potential community partnerships
13. Goals and criteria for success from the libraries and city perspective (be thinking about this)
14. Anything else we should know?
Prior to the kick off meeting, 720 design will confirm the existing conditions via a field verification meeting including
current furniture locations and any changes in major architectural components.
Kickoff Meeting #1:
720 design will tour the Grapevine Public Library with library staff to discuss what is working and what can be improved
and interview library staff and other key library stakeholders for each project.
Determine project goals, visions, and criteria for success and plan overall schedule and key milestones.
Include facilities in this meeting to discuss mechanical, electrical, plumbing systems and other facilities related items
that may need to be addressed in a major renovation.
Meeting #2:
Program Development Meeting.
Meeting #3:
Adjacency diagram workshop to determine new space planning requirements for interior and site layout.
Conceptual Design Meeting #4 and #5:
• Assist with creating up to two space planning, furniture test fit scenarios for each project.
• Provide up to two preliminary furniture layouts during schematic design.
Final Conceptual Design Meeting #6:
• Create two 3D views of the interior.
• Provide cost estimates and assess the cost impact of any changes.
• Review phased approach based on availability of budgets.
FIFE
720 Design Inc. will provide the following services:
Deliverables:
• Identify locations for new furniture and establish a baseline budget.
• Coordinate with any existing furniture to be reused (list provided by library if applicable).
• Understand cost implication for new for power/data requirements.
• Provide preliminary cost estimates.
• Outline Building Space Use Program.
• Narrative of exterior and interior design criteria.
• Color floor plan with furniture layout.
• (2) 3D views of the new interior.
• Cost estimates for furniture and building improvements.
FEE:
We propose to accomplish the above scope of work in accordance with scope listed above on a Lump Sum
Basis.
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G ' T` 6 l � ? / Gra e Public Library
U N LIBRARY CONSULTING
PUBLIC LIBRARY May 29,2023
The Lump Sum fee will be:
Library Consulting:
Cost Estimating for phases and FFE:
$42,600
$4,000
HOURLY RATE:
For miscellaneous FFE selection and specification and other scope as needed:
Hourly Rates:
Maureen Arndt, Principal/Project Manager: $220/hour
Interiors Project Manager: $200/hour
BIM Project Manager: $190/hour
EXPENSES:
Local travel expenses included in the Fee Compensation listed above. Expenses include travel, meals, mileage, printing,
shipping. Additional expenses up to $800 may be required to convert building plans from PDF to CAD if required.
ADDITIONAL SERVICES:
Will be presented as requested.
CHANGE OF SERVICE:
Services that are required of 720 Design Inc. that are not defined in the scope of work above shall be considered a
change of service. Prior approval from the owner will be received before any additional services are executed.
SCHEDULE:
The schedule will be developed in conjunction with the owner and building committee for this project.
Submitted by: Approved by:
Maureen Arndt, AIA, IIDA 5/29/23
President
720 Design Inc.
Enclosures: General Conditions
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