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SEATTLE PUBLIC LIBRARY
REQUEST FOR PROPOSAL - SECURITY CONSULTANT FOR NEW AND EXISTING FACILITIES

Date Due: Monday, January 24, 2000

I. INTRODUCTION

The Seattle Public Library (Library) is requesting proposals from security consultants with expertise in the design and development of security programs and systems in urban public libraries or similar institutions. Assistance is needed in the development and implementation of an improved security program for existing Library facilities, temporary facilities, and for new Library facilities that are or will be in design in the next several years.

The Library system includes a 206,000 sf 7-floor central library in downtown Seattle, 22 branch library locations averaging 7,000 sf., and the Washington Talking Book & Braille Library and Mobile Services department in a 2-floor 40,000 sf facility. Most of these facilities are between 40 and 80 years old and have gone through several renovations over the years.

A highly diverse, urban public has relatively unrestricted access to areas designated for public services, within the Library’s rules of conduct. The central library and branch libraries experience several million visitors each year. Over 575 staff at all library locations provide services in public areas and in workrooms and administrative areas closed to the public. The Library’s property includes its collection of books, equipment and other materials, in addition to real property. Approximately 6,000,000 items flow in and out of Library locations each year, as patrons borrow and return materials.

Branch libraries are equipped with security systems that detect unauthorized entry after hours. Central library has round-the-clock security personnel scheduled and a materials theft detection system to prevent unauthorized removal of Library materials through the public entrances. There is a system of issuing identification badges for staff, volunteers, visitors, and contractors that need to be in restricted areas. All facilities are in compliance with fire codes.

Security personnel, primarily stationed at the central library with some assignments in branch libraries, are charged with protecting patrons, staff and volunteers from criminal acts, harassment, theft and crime, and with enforcing the Library’s rules of conduct and security-related policies. Security officers patrol Library facilities and handle security problems referred by staff and the public and security-related emergencies, including medical emergencies, evictions and evacuations. A newly-created security manager position that reports directly to senior administration, three Library security officers, and contract security make up the current Library security workforce.

Due to a successful passage of a comprehensive capital bond measure in 1998, the central library will be replaced by a 355,000 sf structure on the same site by 2003, three new branch libraries will be added, and the remaining 22 will be either renovated, expanded or replaced through 2007. The central library will move into temporary quarters, on which design work will begin in January 2000, while the new facility is constructed beginning in 2001. A detailed functional building program has been completed for the new central library, and building programs for the temporary central library location and new branch libraries will be completed by end of January 2000.

A labor management employee involvement committee has reviewed a wide range of security and safety issues over the last six months, and is in the process of making recommendations regarding: (1) policies and procedures (2) training; (3) communications; and (4) facilities, equipment, and furnishings.

1. Assess current central library and branch facilities regarding building, materials, staff and patron security provisions in conjunction with staff work groups, and make short-term prioritized recommendations for improvements. Such recommendations must cover:

A. Fire and emergency protection, including adequate fire detection systems, evacuation plans, fire fighting equipment and fire suppression systems, and effective emergency procedures with staff training.

B. Physical barrier and lock and key security including control of distribution and inventory of keys for varying levels of security, and consideration of a card key system.

C. Security duties and security staff, including security responsibilities of all staff, training and duties of security staff, and security staffing levels at central and branch libraries.

D. Personal access and parcel control to include entry/exit control devices, photo identification badges, materials theft detection devices, protection of materials in the process of being inventoried, cataloged and or waiting for delivery, security of cash deposits, etc.

E. Security alarms and electronics including the effectiveness of existing alarm systems, the advisability of adding video surveillance in high incident areas not visible from staffed public service desks, etc.

F. Library grounds security including exterior lighting levels, parking lot areas, and landscaping.

2. Develop the necessary security manuals, procedures, and training requirements for an improved security program.

3. Develop specifications and cost estimates for recommended prioritized improvements to security systems, such as key card system, video surveillance, improved alarms and panic buttons, etc.

1. Identify security requirements for temporary central library facility, including theft detection system, controlled entrances and exits, organization and access to non-public areas, fire protection systems, lock and key systems, and any required surveillance systems. Develop specifications and cost estimates for such requirements.

2. Review schematic and design development drawings for all new construction in the Library’s capital plan (Libraries For All), and provide input on design to facilitate natural surveillance, natural access control, and natural territorial reinforcement.

3. Identify security requirements for new central library. Develop specifications and cost estimates for such requirements.

4. Develop security system standards and specifications for design of seven new branch libraries of varying sizes (5,000 sf; 7,000 sf; 10,000 sf; 15,000 sf), seven branch expansions, two tenant improvement projects, and seven branch remodels. Work closely with architectural and electrical consultants to implement security system designs. Review contract documents to ensure implementation.

5. Manage security contractor selection and compliance with security system specifications.

Central Library:

Temporary Central:

Branch Libraries:

Services are needed through implementation of the entire capital plan, with most intense services needed through completion of the central library in 2003.

Firms interested in providing these services must submit five copies of their proposal as defined herein by 3:00 p.m. on January 24, 2000 to:

Robert May, Administrative Services Director
Seattle Public Library
1000 Fourth Avenue
Seattle, WA 98104

The proposal shall be brief, not exceeding 10 double sided pages in 8-1/2 " x 11" format, and must contain the following elements:

• Firm description covering history, size, range of services, and volume of work.
• Proposed management structure identifying roles and responsibilities in reference to requested services.
• Identification of principal in charge, key manager, and any other staff proposed for work, setting forth roles and responsibilities, including resumes.
• Identification of firm’s specific project management experience underscoring experience with similar facilities and situations.
• Identify any unique firm qualities/special expertise particular to these project requirements.
• State proposed fee in percentage terms or rate schedules or proposals for compensation.
• At least three references for firm’s experience and that of proposed key individuals.
• A brief restatement of this specific project’s scope identifying particularly challenging aspects.

A selection panel, composed of Library staff and relevant consultants, will review all submittals and evaluate them according to the selection criteria described in section IV. Firms ranked the highest will be interviewed the week of January 31, 2000. Upon completion of the interview process, one firm will be recommended to the City Librarian for selection and negotiation of an agreement to provide the requested services. Other finalists may be pre-qualified for a roster to be maintained for future security-related services.

Like its general population, Seattle’s business community is diverse. The City of Seattle encourages contractors to employ a workforce reflective of the region’s diversity. The City encourages the utilization of minority-owned businesses (MBEs) and women-owned businesses (WBEs) in all City contracts. Pre-notification, open solicitation, small business-oriented task grouping for subcontracts, and cooperative recruitment are beneficial contract management practices which will aid in the successful identification and incorporation of WMBEs in this contract.

Contractors, bidders, and proposers shall not create barriers to open and fair opportunities for WMBEs to participate in all City contracts and to obtain or compete for contracts and subcontracts as sources of supplies, equipment, construction, and services. In considering offers from and doing business with subcontractors and suppliers, the Contractor shall not discriminate on the basis of race, color, creed, religion, ethnicity, sex, age, nationality, marital status, sexual orientation or the presence of any mental or physical disability in an otherwise qualified person.

Interested firms are encouraged to examine additional information on Seattle Public Library and the Libraries for All capital plan via the Library’s web site at www.spl.org. The following additional information is available upon request: Library Rules of Conduct, and the November 1, 1999 report of the Personal Safety & Security Employee Involvement Committee. Specific questions regarding this announcement and the Request for Proposal should be directed to:

Robert May, Administrative Services Director
Seattle Public Library
206-386-4110
bob.may@spl.org

www.spl.org  17 December 1999