Library Board of Trustees

MEETING MINUTES OF THE BOARD OF TRUSTEES MARY RILEY STYLES PUBLIC LIBRARY Held in the Mary Riley Styles Public Library 120 N. Virginia Avenue Falls Church, VA 22046 August 15, 2018 1. CALL TO ORDER AND INTRODUCTIONS OF GUESTS Board Chairman Brad Gemand called the meeting to order at 7:00p.m. The following Board members attended the meeting: Brad Gemand ChetDeLong Chrystie Swiney Jeff Peterson Don Camp Youth Representative Tika Wallace (tardy) Kathleen Tysse (Electronic Participation) Absence excused: Stephanie Oppenheimer Council Liaison, Ross Litkenhous and Planning Commission Liaison Rob Puentes were not in attendance. Others present for the meeting included: Library Project Manager Kim Callahan, City Purchasing Agent Jim Wise, and Library Director Jenny Carroll. Ms. Kathleen Tysse was present via cell phone and stated that she was in Corolla, NC for a family vacation. Upon a motion duly made and seconded, the Library Board unanimously moved to allow Ms. Kathleen Tysse to participate at today's Board meeting by conference call under the resolution adopting the policy for electronic participation in meetings. 2. RECEIPT OF PETITIONS a. CATCH Appointee Ms. Swiney stated that she is possibly interested. Item delayed until next month. b. VPIS Letter to the Board Mr. Gemand suggested that the Board wait until the end of the meeting to discuss. Mr. Gemand volunteered that he would draft a point by point response. 3. APPROVAL OF THE JUNE 20, 2018 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the June 20, 2018 Meeting Minutes with minor changes. 1 4. APPROVAL OF THE JULY 18, 2018 MEETING MINUTES Upon a motion duly made and seconded, the Library Board unanimously approved the July 18, 2018 Meeting Minutes with minor changes. 5. RENOVATION AND EXPANSION PROJECT UPDATE Mr. Gemand moved agenda item 9a. and 9b. forward in the agenda and reversed the order. a. CMAR process Mr. Jim Wise presented to the Board information regarding the Construction Manager At Risk process (CMAR). It is a two-step process: Phase I is the Pre-Construction services and Phase II is Construction Phase services. The City's first use of this type of process was for the City Hall project. Mr. Wise stated that the value of Pre-Construction services was undervalued in that project, thus the higher bid for these services on the library project. The selection committee is comprised of the Library Director, Jenny Carroll, City Project Manager, Kim Callahan, BKV Group Architect, Mark Manetti, City Planner, Akida Rouzi, and Director of Public Works, Mike Whitfield. The process was confidential. Solicitation for the pre-construction phase services is a two-step process. The first step is the Invitation for Qualified Contractors (IFQC), and the second step is the Request for Proposals (RFP). Four firms submitted qualification packages during the IFQC phase. All four firms were deemed "qualified" and were invited to participate in the second step of the process: RFP. During the RFP process, three of the qualified firms removed themselves from consideration. One had received additional awards on other projects and no longer felt they could take on the project. The other two companies determined the potential profit was not worth the time and investment. Only Centennial Contractors submitted a detailed proposal. Mr. Wise stated that at this time the process could be canceled if the selection committee was not satisfied with the detailed proposal from Centennial. Mr. Wise reported that the proposal was good and that the team from Centennial recognized the importance of the project to the city, were well-prepared, and understood the needs of the community and project. In addition, the selection committee received glowing reports about Centennial's work from other localities (Fairfax and Stafford) and the city has had positive experiences working with Centennial on smaller scope projects. The selection committee all felt comfortable with Centennial and did not feel it was necessary tore-advertise the project. The selection Committee was very impressed with the individuals from Centennial who made the presentation and participated in the negotiation process. The city confirmed that the individuals the selection committee met with will be the staff that continue with the project throughout the design and construction process. Mr. Wise stated that the negotiations for the pre-construction cost were acceptable. At the end of Phase I, the City and Centennial will work to negotiate a final Guaranteed Maximum Price (GMP). If a final GMP is agreed upon, then the City will enter into the Phase II contract with Centennial, the Construction Phase services. If a final GMP can't be negotiated, the City may advertise for Construction Phase services. Mr. DeLong asked what the timing for the deliverables is. Ms. Callahan stated that the first deliverable would be the end of October- the Schematic Design and cost estimate. The issue of one bidder was raised by Ms. Swiney. Mr. Wise stated that this was not an unusual situation and the committee was not forced to select Centennial at any time. If the proposal did not meet the needs of the project, they would have been dropped. Ms. Swiney also asked about multiple bids for the GMP 2 phase. Mr. Wise stated the CMAR is only hired for pre-construction phase services. At the end of the pre-construction phase services, the CMAR and the City negotiate a final GMP. If an agreement cannot be reached, then we would go back out to bid for the Construction Phase services. The Board inquired if the proposal could be shared with the Board now that the process is complete. Mr. Wise stated that it could and he would also provide a narrative of the CMAR process (see attached). The next steps are to engage BKV Group in the Schematic Design process, present to the Board, complete Schematic Design and have Centennial complete a cost estimate. The Schematic Design would then be taken to the public, City Council, and Boards and Commissions for comment and feedback. Upon a motion duly made and seconded, the Library Board unanimously moved to express their confidence in the description of the CMAR process, and that the Board has considered the concerns that have been raised and are nevertheless comfortable proceeding with the CMAR process. b. Community Information Session Feedback The Library Director presented information about the community information sessions including attending storytimes to announce the session dates. After the City Council session on July 23, 2018 the Director and Ms. Callahan set up times for the community information sessions (August 1 at 7:00pm, August 2 at 9:30am, and a booth at the Farmer's Market from 9:30-11 :30am on August 4th). The sessions were publicized in-house with flyers, on library and city social media, and in the city and library newsletters (email and print). The Library Director went to 3 different storytimes on July 26, 27, and the 31st to announce the community sessions and give a brief overview of the Library Board's recommendation. At each session, she stayed afterward to talk with caregivers. There were approximately 416 children and adults total at those three sessions with 181 adults comprising the total. At the two sessions held in the library on August 1st and 2nd there were 19 community members not including Board and City Council. The Director then attended another storytime on August 3rct to announce that she was available to discuss the Board's recommendations and stayed afterward to talk with patrons. On August 4th Ms. Callahan and the Director attended the Farmer's Market from 8:45- 11 :45am and spoke with approximately 120 community members. Overall, the input from the public was positive regarding the Board's recommendation. There were concerns about locating the children/teen space in the lower level including access, stroller storage, windows, and natural light. There were many questions about when the library would be closed, where would the library relocate, and what services would be available. The Director reported that there was also discussion on a parent listserv, a council member's Facebook page, and letters to Council. All of the information was presented to City Council by the Director and Ms. Callahan on August 13th. The next step is to go to the Planning Commission on August 20th to present the Board's recommendation. 6. LIBRARY FOUNDATION REPORT The Foundation is preparing for the Fall fundraising drive. The Director provided useful suggestions for the solicitation letter. The library will provide a list of new patrons for the mailings. The letter will be sent in late November. 7. COUNCIL LIASION REPORT No report 3 8. STUDENT LIASION REPORT Ms. Wallace passed along a request to preserve the bench at the front of the library from a fellow teen. She also suggested that phasing out fines for kids be considered. Mr. Gemand requested that the Director raise the issue with staff. 9. ELECTION OF CHAIR AND VICE CHAIR Upon a motion duly made and seconded, the Library Board unanimously voted to reappoint Mr. Brad Gernand as the Board Chair and Mr. Chet DeLong as the Board Vice Chair. 10. LIBRARY REPORT AND ANNOUNCEMENTS • The Summer Reading program is going well - 1,982 children/teens and 411 adults have signed up for the program. This is the last week to sign-up. • In the Circulation statistics the pedestrian count is recorded. We are using break beam technology to count people coming in and out of the library. The month of July recorded 16,000 people, however it is probably closer to 20,000. The counter is about 80-85% accurate. Mr. DeLong expressed concerns re: the light emitted being potentially damaging to eyes. The Director stated that she believes that they are infrared and not damaging to eyes; she will confirm. 11. BUSINESS NOT ON THE AGENDA Mr. Peterson raised the issue of voluntary concessions and having those funds come to the library project as an addition not as part of the budget. The Director will inquire as to the process and how the Board can resolve this affirmatively. Mr. Peterson raised the issue of the VPIS letter (agenda item under Receipt of Petitions). He stated that it would be helpful to say something to encourage the architect and the city management team to be conscious of the exterior design that is consistent with the colonial theme of the City Hall, Cherry Hill, The Falls Church, and the Library. These are the elements that the VPIS board really care about. The announcement was made that the library was closed. Mr. Gemand stated that they were now technically out of compliance and could this issue be raised at the next meeting. Mr. Gemand stated that he could draft a response to the VPIS letter point by point to be included in next month's packet. 12. ADJOURNMENT There being no further business, upon a motion duly made and seconded, the Board of Trustees voted unanimously to adjourn the meeting at 9:01 p.m. Respectfully submitted, 4  Approved: Bradley E. Gemand, Chairman Copies: Board ofTrustees, City Manager, Library Reference Desk, Staff Bulletin Board, City Clerk, Library Web Page The City of Falls Church is committed to the letter and spirit of the Americans with Disabilities Act. To request a reasonable accommodation for any type of disability, call 703-248-5032, TTY 711. 5  · c 61?FALLS ·~~ CHURCH MEMORANDUM TO FILE Date: September 7, 2018 Project: Mary Riley Styles Public Library Renovation & Expansion Project Funding: CIP Project On May 18, 2018, the City issued a Request for Proposals (RFP) in the matter of the Mary Riley Styles Public Library Renovation & Expansion Project. The RFP was sent to four Offeror teams that had been selected as a result of an Invitation for Qualified Contractors (IFQC). The due date for proposals to this solicitation was May 18, 2018. Unfortunately, between the time of issuance of the RFP and the due date, three of the finalists informed the City that they would not be submitting proposals. One firm had won contract awards in other jurisdictions between the time of the IFQC issuance and the RFP issuance. They felt they did not have sufficient resources to satisfy an additional contract award and so withdrew from consideration. The other two firms had decided that the potential compensation was insufficient to the level of effort that will be required in Phase I. While it is uncommon to have only one proposal for consideration as a result of an RFP, it is not unusual. In this instance the Evaluation Committee inquired as to whether they would be able to adequately analyze the remaining proposal without other proposals for comparison. I informed the committee that we could withdraw the RFP and start over, but that it was my recommendation to proceed in evaluating the remaining proposal to determine if it met the City's requirements. My recommendation was based on knowing that if the remaining proposal was found to be insufficient, the committee could still cancel the RFP and begin a new solicitation process. Fortunately for the City, the remaining proposal, from Centennial Construction, was found to have the potential to satisfy the City's needs. Centennial was invited to meet with the committee to discuss proposal details and refine their overall approach to the renovation, including detailed discussion of the City's budget limitations. Subsequently, the City entered into negotiation with Centennial that led to a request from the City for Centennial to submit a best-and-final-offer. The resulting offer from Centennial not only met the City's needs for the library renovation, but did so within the established budget, resulting in a contract award for Phase I of the renovation project. During Phase I, the City and Centennial will work to determine a guaranteed maximum price (GMP) for Phase II of the project. If successful, a contract for Phase II will be awarded to Centennial. If unsuccessful, the City will begin a new solicitation to seek a construction company to implement Phase II . At this time I am confident that the City and Centennial will reach agreement on the GMP and the Phase II contract. ~· LJ.::. James R. Wise Purchasing Agent Purchasing Office • 300 Park A venue • Suite 300 East • Falls Church, VA 22046 Phone 703-248-5007 • Fax 703-248-5444 • www.fallschurchva.gov  MARY RILEY STYLES PUBLIC LIBRARY BOARD OF TRUSTEES SPECIAL MEETING August, 15 2018 SIGN-IN SHEET NAME ADDRESS EMAIL j,t"\ Wii~ C\~ ~l' ·, w\u,P ~11 'r,~ .. rA vo,<t\J I,}Yl &dq~ tl~ e;~ +brr .J y;qf/~~~k;.rx Page 1