Ruth Holley Library and Library 21c Design Services 401-26-DIST

REQUEST FOR PROPOSAL
For
Ruth Holley Library and Library 21c Design Services
PIKES PEAK LIBRARY DISTRICT
Colorado Springs, CO
RFP # 401-26-01-DIST
The Pikes Peak Library District (PPLD) invites qualified firms with the qualifications as stated herein,
and are licensed in the State of Colorado, to submit a response to a Request for Proposal (RFP) for Ruth
Holley Library, 685 N. Murray Blvd., and Library 21c, 1175 Chapel Hills Dr., Colorado Springs, CO.
Proposal deadline is 2 p.m. MDT on Friday, April 24, 2026
3/27/2026

L ibrary Design Services RFP #401-26-01-DIST
Table of Contents
1. Scope of Work ................................................................................................................................................... 2
2. RFP Schedule and Contacts: ....................................................................................................................... 5
3. Proposal Submission, Selection, and Contract Formation ........................................................... 6
4. Vendor Qualification and Information .............................................................................................. 11
5. Pricing ................................................................................................................................................................. 12
6. Terms & Conditions ...................................................................................................................................... 13
Addendum A- Proposal Cover Sheet ............................................................................................................. 14
Addendum B - References and Pricing ........................................................................................................ 16
Addendum C - Immigration Clause for Contracts .................................................................................. 17
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L ibrary Design Services RFP #401-26-01-DIST
1. Scope of Work
1.1 Purpose:
PPLD is seeking proposals from qualified firms (vendors) for a design for a remodel of the
Ruth Holley Library at 685 North Murray Blvd, Colorado Springs, CO 80915, and a partial
redesign of Library 21c at 1175 Chapel Hills Drive, Colorado Springs, CO 80920, both with a
focus on improved space planning. The goal of this project is to enhance the functionality,
accessibility, and aesthetic appeal of library spaces in alignment with the PPLD mission to
cultivate spaces for belonging, personal growth, and strong communities. PPLD conducted
a Facilities Master Plan in 2024 that provided valuable information that can be found
here: https://ppld.org/facilitiesmaster-plan.
Ruth Holley Library:
* Greater space for families in a functioning children's area
* Greater space for educators to work with students (study rooms, collaborative
workspaces)
* May consider expanding footprint of the building into the parking lot for increased
square footage.
Library 21c:
* Greater staff office, staff collaboration, and staff storage space within the current
staff-use space footprint, may consider repurposing some public-use space on the
upstairs level.
1.2 Detailed Specifications:
The design services to be provided under this solicitation will include but are not limited
to the following specifications:
* Site Assessment:
o Conduct site visits to understand current layouts, identify potential
challenges, and observe user behaviors
o Engage with library staff to gather feedback on existing spaces desired
improvements.
* Space Planning:
o Develop efficient and effective space designs that support diverse library
functions, including reading areas, study rooms, community spaces,
makerspaces, office, bookcases/stacks, restrooms, conference rooms,
vending rooms, teen, children's, adult, fiction, and technology labs.
o Ensure space designs comply with Americans with Disabilities Act (ADA)
and local codes.
o Include different scope of remodel (ex. full building remodel vs refresh of
specific space).
* Architectural Design:
o Create detailed architectural plans, for any large and "built-in" interior
features.
o Ensure designs meet applicable codes and local regulations.
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L ibrary Design Services RFP #401-26-01-DIST
o Incorporate sustainable design practices and materials where feasible,
following guidelines set by the U.S. Green Building Council (USGBS) and
LEED standards.
* Interior Design:
o Comply with Facilities Master Plan Design Guide and current feel for
interior design concepts, including furniture selection, color schemes,
materials, finishes, and fixtures.
* Cost Estimation:
o Provide detailed cost estimates for the proposed design services and
recommendations for budgetary considerations.
o Identify potential funding opportunities or grants applicable to library
design and renovation projects.
* Documentation:
o Prepare comprehensive documentation including design standards,
specifications, and drawings for each design package.
1.3 Service Requirements
The firm selected must adhere to the following service requirements:
* Engagement and Collaboration:
o Participate in regular meetings with PPLD staff to review design progress.
* Timeline:
o Develop a project timeline including key milestones from initial assessment
to final design delivery.
* Quality Assurance:
o Implement a quality assurance process to ensure that all design deliverables
meet PPLD expectations and relevant standards.
o Address and resolve any design issues or conflicts that may arise during the
project implementation.
1.4 Delivery Requirements:
All deliverables for the design services must be provided in both hard copy and electronic
format. The delivery requirements include:
* Design deliverables
o Two (2) complete sets of draft design documents (1 for Ruth Holley Library
and 1 for Library 21c) should be submitted for review and feedback,
including all space planning and architectural elements.
* Documentation and Reporting:
o Provide a project report summarizing the design process, key findings from
site assessments, and design recommendations.
o Ensure that all documents are labeled and organized in a manner that
enables ease of access and review.
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L ibrary Design Services RFP #401-26-01-DIST
Firms must be able to certify they have the capabilities and resources to provide all
services outlined in the scope of work for this project.
This project has a targeted completion date of June 30, 2026.
All work shall be done to the highest of industry quality and standards.
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L ibrary Design Services RFP #401-26-01-DIST
2. RFP Schedule and Contacts:
RFP schedule:
RFP released ............................................................................................................... Friday, March 27, 2026
Pre-proposal conference .................................................................. Tuesday, April 7, 2026, 9:00 a.m.
Deadline for final questions .............................................................................. Thursday, April 9, 2026
Deadline to return answered questions ......................................................... Friday, April 10, 2026
Proposals due ......................................................................................... Friday, April 24, 2026 at 2:00pm
Board Review and Decision ....................................................................... Wednesday, May 20, 2026
Award Notification .......................................................................... on or about Friday, May 22, 2026
Pre-proposal Conference: A pre-proposal conference will be held at Library 21c, 1175 Chapel
Hills Dr, Colorado Springs, CO, 80920, continuing to Ruth Holley Library, 685 North Murray
Blvd., 80915 on Tuesday, April 7, 2026 at 9:00 a.m. local time.
Attendance is mandatory for all proposers; no proposals will be accepted from vendors who
did not attend this meeting.
Sole Point of Contact: Questions and requests for clarification must be sent via e-mail to Kim
Hoggatt, Chief Financial Officer, at khoggatt@ppld.org and Cc: Lindsay Sosa, Finance &
Procurement Generalist, lsosa@ppld.org. Please include the RFP number, title, and words
"question" and/or "clarification" in the subject line of the e-mail.
Questions and requests without this subject identification may be considered routine emails
and may not be properly addressed.
All answers to questions and requests for clarification will be posted on the PPLD website:
http://ppld.org/request-for-proposals .
Any PPLD response that is considered to be a change in terms, conditions, and specifications
of this RFP will be published as an addendum. No communications of any kind may be
considered as a change to the terms, conditions, and specifications in this RFP unless posted as
a formal addendum on the link above.
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L ibrary Design Services RFP #401-26-01-DIST
3. Proposal Submission, Selection, and Contract Formation
3.1. Proposal Submission
Substantive proposals: By submitting a proposal, the proposer guarantees that (a) its
proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed
person, vendor, or corporation; (b) it has not directly or indirectly induced or solicited any
other respondent to put in a false or sham bid; (c) it has not solicited or induced any other
person, vendor, or corporation from proposing; (d) it has not sought by collusion to obtain
for itself any advantage over any other proposer or over PPLD.
Submission Information and Documents: The proposal must be comprehensive and
address all RFP requirements. To assure that the information provided can be readily
identified, the proposal must include, but not limited, to the submission of the following
signed documents:
* Addendum A - Proposal Cover Sheet
* Addendum B - References and Pricing
Vendors are requested to submit a response for each numbered or lettered item of
Addendum B, the response must be in the same format and sequence as in the RFP.
The response must include description, schedules, when required, and any
additional clarifying information, such as appendices, charts, diagrams, etc..
* Addendum C - Immigration Clause for Contracts
* List of exceptions or deviations (if any)
Signatures: The proposal must be signed by an officer of the proposing vendor.
Exceptions and Deviations: Any exception to or deviations from these Terms & Conditions
must be identified, in writing, on an attachment to the proposal submission. PPLD
reserves the right to accept or reject, at its sole discretion, any exceptions or deviations by
the proposer.
Integration with Contract: The winning proposal will be included and integrated into the
final contract documents.
Proposal Submission: Proposals are to be submitted in sealed envelopes, identified with the
proposal number and title with all attachments. See the RFP schedule for due dates.
Vendors must submit four (4) hard copies and soft copy (i.e., flash drive, magnetic media,
etc.) of the Proposal to:
Pikes Peak Library District
Attn: Kim Hoggatt
Finance Office
RFP# 401-26-01-DIST
1175 Chapel Hills Drive
Colorado Springs, CO 80920
Additional Copies may be requested by PPLD. PPLD is not liable for any cost incurred by
prospective respondents prior to the issuance of contract(s).
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L ibrary Design Services RFP #401-26-01-DIST
The deadline is firm, proposals delivered after that will be received but will be rejected for
being late.
A complete submission includes all required components, as stated in this document.
Duration of Proposal Offer: Price offers are irrevocable for 90 days following the proposal
due date. Once a proposal is accepted, all prices, terms and conditions will remain
unchanged throughout the contract period unless specifically agreed otherwise by both
PPLD and the successful vendor through documented change orders.
Withdrawal of Proposal: A Proposer may withdraw its own proposal at any time prior to
the proposal due date and time as identified herein. After that date and time, no proposal
may withdraw its proposal for any reason. All proposals shall be valid for a period not less
than 90 calendar days after the proposal due date.
Information to Vendors: No proposal shall be accepted from and no contract will be
awarded to any person, vendor or corporation that is deemed irresponsible or unreliable
by PPLD. If requested, vendors will submit satisfactory evidence that they have a practical
knowledge of the service bid upon and that they have the necessary financial resources to
provide the proposed service called for as described in this Request for Proposal.
PPLD reserves the right to investigate and confirm the vendor's financial stability. This
may include reviewing financial statements, checking bank references, and interviewing
past contractors, employees, and creditors. Unfavorable responses to these investigations
are grounds for rejection of the proposal.
Confidentiality: All materials submitted in response to this RFP become the property of
PPLD, upon delivery. Proposals are public information. If a vendor submits proprietary
information, the vendor will label each proprietary page as "CONFIDENTIAL" and submit
in a separate package so PPLD will not release any information marked as Confidential.
Subcontracting: The vendor must be responsible for the performance of all of its sub-
contractors, sub-sub-contractors, and consultants. The use of specific sub-contractors and
consultants is subject to the approval of PPLD. The vendor is responsible for ensuring that
all sub-contractors and consultants comply with all the terms of the vendor's contract
with PPLD.
If the vendor uses subsidiary companies, explain their role and how they will be involved
in this project.
Insurance Requirements: The successful proposer shall have, at the minimum, the
following coverage: commercial general liability, automobile liability, excess liability, and
worker's compensation liability. The vendor shall submit in their proposals ACORD
certificates and/or other proof of the following insurances:
* General Liability $1,000,000
* Automobile Liability $1,000,000
* Excess (umbrella) Liability $1,000,000
* Professional Liability $1,000,000
* Aggregate $1,000,000
* Worker's Compensation liability that meets statutory requirements.
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L ibrary Design Services RFP #401-26-01-DIST
Indemnification: The proposer agrees to, and shall, defend, release, and indemnify, and
save and hold harmless PPLD, its officer, agents, and employees from and against any and
all damages to property or injuries to or death of any person or persons, including
property and officers, employees, and agents of PPLD, and further agrees to, and shall,
defend, indemnify, and save and hold harmless PPLD, its officers, agents, and employees,
from and against any and all claims, costs, demands, liabilities, suits, actions, causes of
action, and other legal or equitable proceedings of any kind or nature whatsoever, of or by
anyone whomsoever, including, but not limited to claims arising out of and/or predicated
upon negligence, breach of contract, tort, or strict liability, in any way resulting from,
connected with, or arising out of the firm's operations or performance in connection
herewith, including operations or performance of subcontractors and suppliers and acts or
omissions of officers, employees, or agents of the vendor or its subcontractors or suppliers.
Schedule: By submitting a proposal, the proposer guarantees that it will be able to comply
with the overall schedule.
Continuity: By submitting a proposal, the proposer will make its best efforts to ensure that
the key team member(s) remain assigned to the PPLD's project for the duration of contract.
Any changes to the staffing of this engagement must be discussed up front with PPLD
personnel.
3.2. Selection
Right of Acceptance and Rejection: PPLD reserves the right to accept or reject any or all
proposals and to waive any formalities, informalities, and deviations, which, in its opinion,
best serve the interests of PPLD. PPLD is not bound to accept the lowest price proposal.
Selection: it is the intent of PPLD to select only responsible and responsive vendors.
Bidder's proposal should include the most favorable terms and conditions.
Negotiation: PPLD reserves the right to negotiate terms and conditions of the contract
with the winning vendor.
Basis of Award: An evaluation team will judge the merit of proposals received in
accordance with the general criteria defined within this RFP. The recommendations of
this team will be forwarded to the Board of Trustees for approval and execution. The
following criteria will be taken into consideration when making evaluations of proposals.
This list is not intended to be exhaustive:
* Completeness of proposal
* References
* Pricing
* Quality of services
* Firm qualifications and history
* Any other items deemed in the best interest of PPLD
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L ibrary Design Services RFP #401-26-01-DIST
PPLD uses a weighted award decision making process. Bid scoring below:
Bid Completeness 10%
References 20%
Pricing 40%
Quality of Services 10%
Firm Qualifications and History 20%
Total 100%
3.3. Contract Formation
Agreement in Writing: Following selection of a proposal, the vendor will be required to
enter-into a written contract with PPLD.
The winning vendor's RFP proposal will be included and integrated into the final contract
documents. It is in the vendor's best interest to ensure the proposal is accurate to allow for
the integration with minimal changes.
If you have a formal or standard contract that you typically use with such projects, please
attach a copy to your Proposal. A Service Agreement is not a condition of accepting an
RFP.
If, in PPLD's sole discretion, the selected proposer has not executed the contract documents
within a reasonable time after selection, PPLD reserves the right to rescind the award and
select another contractor.
Amendments to Contract: Parties hereto reserve the right to make amendments or
modifications to the contract by written amendment signed by both parties.
Termination of Contract for Cause: If, through any cause, the successful Bidder shall fail to
fulfill in a timely and proper manner its obligations or if the successful Bidder shall violate
any of the covenants, agreements or stipulations of the contract, PPLD shall thereupon
have the right to terminate the contract by giving written notice to the successful Bidder
of such termination and specifying the effective date of termination. In that event, all
finished or unfinished services, reports or other materials prepared by the successful
Bidder shall, at the option of PPLD, become its property, and the successful Bidder shall be
entitled to receive just equitable compensation for any satisfactory work completed,
prepared documents or materials as furnished. Notwithstanding the above, the successful
Bidder shall not be relieved of liability to PPLD for damage sustained by PPLD by virtue of
breach of the Contract by the successful Bidder and PPLD may withhold any payments to
the successful vendor for the purpose of set offer until such time as the exact amount of
damages due PPLD from the successful Bidder is determined.
Termination of Contract for Convenience: PPLD may terminate the contract at any time
by giving written notice to the successful vendor of such termination and specifying the
effective date thereof, at least thirty (30) working days before the effective date of such
termination. In that event, all finished or unfinished services, reports, material(s) prepared
or furnished by the successful vendor under the contract shall, at the option of PPLD,
become its property.
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