Renovation of a library in McAlester, Oklahoma. Completed plans call for the renovation of a library.

All questions and requests for additional information concerning this Bid should be directed to Michael Hull, Executive Director of the Southeast Oklahoma Library System at: Telephone #: E-Mail Address: 918-426-0456 michael.hull@seolibraries.com (include the bid number 2408BBTS in the subject) Bids received at this Location after the Due Date and Time are late and shall not be accepted. Unless SEOLS issues a written addendum to this Invitation to Bid which extends the Due Date and Time for all bidders, the Due Date and Time prescribed above shall remain in effect. Bid prices must be held for no less than 90 days from date of submission The Executive Director, or his designee, and a trustee of Southeast Oklahoma Library System shall open the bids in the offices of the system's Service Center at the following date and time. The Southeast Oklahoma Library System, hereafter referred to as SEOLS, was formed in 1967 and is headquartered in McAlester, OK. SEOLS operates 16 libraries in the counties of Choctaw, Coal, Haskell, Latimer, LeFlore, McCurtain and Pittsburg. For each of its 16 libraries, SEOLS provides staff, materials, furniture and equipment. Local entities, typically a city or a county, provide for building upkeep, maintenance, and improvements including painting and carpeting. The SEOLS fiscal year runs July 1st - June 30th. Project Overview: We plan to update all of our libraries with furniture, seating, tables and new layouts. No longer will our libraries resemble the same quiet, bookish centers of decades past. Users will know as they enter the door that they are entering a 21st century library, with an emphasis on community, gathering, and technology. In addition to providing a modern facelift, shelving should be mobile and encourage an open aesthetic that allows for visibility throughout each room and area. The layout should encourage discovery while marking distinctions between collections and usage areas. Multipurpose options are encouraged. Seating will invite citizens to relax and engage while visiting the library. The Broken Bow Library in Broken Bow, OK joined the library system in 1972. This library has already received new shelving and a new service desk. We are now ready to replace and upgrade all tables and seating within the library. The points of contact and decision makers for this project will be: o Sherri Blake, Broken Bow Library Manager, sherri.blake@seolibraries.com, 866-218-6582 o Linda Potts, Regional Manager, linda.potts@seolibraries.com, 580-286-6406 o Michael Hull, Executive Director, michael.hull@seolibraries.com, 918-426-0456 The estimated project timeline is as follows: September 6th, 2024: All bids and proposals are due by 4:00 pm. September 9th, 2024: Bids will be opened at 10:00 am. September 17th, 2024: The SEOLS Board will consider and select a bid. September 18st, 2024: The Executive Director will contact the winning bidder and discuss starting the project. December 23rd, 2024: Target date for receipt and installation of all furniture. Bid Requirements All bidders are required to complete Forms 1-5 on the following pages. Additional information may be provided to better demonstrate bidder's qualifications or to communicate any other information relevant to the bid. Photos of all pieces proposed must be provided. Vendor Qualifications In order to be eligible to bid, bidder must be an entity that is duly formed and in good standing in accordance with Oklahoma law. Bidder must demonstrate that it has been in business at least five years and is able to prove demonstrated capability to perform the scope of work with a performance record satisfactory to SEOLS. All vendors must guarantee delivery and installation of items no later than May 15, 2025. Bid Process and Guidelines: A. The sealed envelope shall be clearly marked "Sealed Bid Response - BID #2408BBTS, Broken Bow Public Library Tables and Seating RFP" and endorsed on its face with the name of the person, firm or corporation submitting such bid, with date of mailing/presentation. Firm may submit an electronic submittal of your bid on a flash drive or similar device with your bid submission. Bids must be received by 4:00 pm central time on Friday, September 6th, 2022. Send to Michael Hull, 2820 N Main, McAlester, OK 74501. B. The sealed bids shall be opened by the Executive Director or designee and a SEOLS trustee at 10:00 am on Monday, September 9th in the SEOLS administrative office at 2820 N Main, McAlester, OK 74501. C. SEOLS reserves the right to award the contract to the bidder that provides the best value bid and reserves the right to make no award, as will best promote the public interest, taking into consideration the reliability of the Bidder, quality of the services to be furnished, and their conformity with the requirements of the Bid. D. A Selection Committee consisting of SEOLS staff will evaluate the bids. The Executive Director will make its recommendations for an award to the SEOLS Board for final approval at their September 17th, 2024 meeting. E. SEOLS may award to a bidder that adheres to the Library's requirements, is determined by SEOLS to be the most responsive and provides the best value. F. SEOLS shall enter into a formal contract or letter of engagement to the Successful Bidder which shall not be binding unless and until SEOLS and the Successful Bidder executes a contract. G. If a Bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this Bid, they shall immediately notify SEOLS in writing to Michael Hull, Executive Director, at michael.hull@seolibraries.com of such error and request clarification or modification to the document. H. Should SEOLS find it necessary to modify this Bid, a notice of that modification will be made by way of an addendum that will be sent to all vendors who have received the RFP. I. If a Bidder fails to notify SEOLS of a known error or an error that reasonably should have been known prior to the final filing date for submission, Bidder shall assume the risk. If awarded the contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its late correction. Payment : A. Upon entering into a contract or signing of a letter of engagement, payments shall be net upon receipt and installation of products. B. SEOLS's payment of any invoice shall not preclude SEOLS from making claim for adjustment on any item found not to have been in accordance with the general conditions and specific requirements of the contract. Scope of Work : Please direct questions regarding the building design and or requests for more photos to library manager Sherri Blake. Below we detail our preferred table and seating specifications. Alternative recommendations and additional features are welcome. State the warranty for each item. A. Adult Computer Tables - Area 1 Tables for at least eight (8) public computers. At least one table must meet ADA accessibility requirements. While square or rectangular options are acceptable, we hope for tables with a more modern and exciting shape. B. Chairs for Adult Computer Tables (8 each) o Must hold 300 lbs. each. o Material must be type that staff can easily wipe down; no cloth. C. Children's Computer Tables Table(s) for two (2) educational computers and designed for seating children. A table(s) designed for four (4) is acceptable. Must meet ADA accessibility requirements. While square or rectangular options are acceptable, we hope for tables with a more modern and exciting shape. Colored tops are preferred. D. Chairs for Children's Computer Tables (2 each) o Must hold 150 lbs. each. o Material must be type that staff can easily wipe down; no cloth. o We would prefer bright and energetic colors and designs for these chairs. E. Story Chair We desire a comfortable chair to sit in a corner for staff or family to read to children sitting on the floor. o Must hold 300 lbs each o Material must be type that staff can easily wipe down; no cloth F. Children's Table (4-6 each) We seek several vibrant table at children's height to seat 4 children each. We would prefer a combination of shape (square, round, etc). G. Chairs for Children's Table (4 for each Children's Table) o Must hold 150 lbs. each. o Material must be type that staff can easily wipe down; no cloth. o We would prefer bright and energetic colors and designs for these chairs. H. Adult Study/Work Tables - (6 each) Must seat at least 4 persons. Square, rectangular and circular options are acceptable. o Must support the weight of many books. o We prefer the inclusion of built in power, both 120v and USB o Please describe surface top options I. Chairs for Study/Work Tables - (4 for each Adult Study/Work Table) o Must hold 300 lbs. each. o Material must be type that staff can easily wipe down; no cloth. J. Cafe Table and Chairs Please recommend a cafe table and chairs sets. o Material must be type that staff can easily wipe down; no cloth. K. Power Bar Table o Please recommend 1-2 tables designed for sitting with laptops and other portable devices that require charging near the public computer tables. L. Optional Additional Pieces We strongly encourage vendors to visit and discuss with our library manager, Sherri Blake, the library layout and needs and to suggest additional products that could enhance the library mission. We are interested in alternate quotes in which up to two of the adult study tables (H) are substituted with seating that provides a sense of privacy, such as high backs, so that for example a counselor could meet with their client. Project Overview We plan to update all of our libraries with furniture, seating, tables and new layouts. No longer will our libraries resemble the same quiet, bookish centers of decades past. Users will know as they enter the door that they are entering a 21 st century library, with an emphasis on community, gathering, and technology. In addition to providing a modern facelift, shelving should be mobile and encourage an open aesthetic that allows for visibility throughout each room and area. The layout should encourage discovery while marking distinctions between collections and usage areas. Multipurpose options are encouraged. Seating will invite citizens to relax and engage while visiting the library. The Broken Bow Library in Broken Bow, OK joined the library system in 1972. This library has already received new shelving and a new service desk. We are now ready to replace and upgrade all tables and seating within the library. The points of contact and decision makers for this project will be: o Sherri Blake, Broken Bow Library Manager, sherri.blake@seolibraries.com, 866-218-6582 o Linda Potts, Regional Manager, linda.potts@seolibraries.com, 580-286-6406 o Michael Hull, Executive Director, michael.hull@seolibraries.com, 918-426-0456 The estimated project timeline is as follows: September 6 th , 2024: All bids and proposals are due by 4:00 pm. September 9 th , 2024: Bids will be opened at 10:00 am. September 17 th , 2024: The SEOLS Board will consider and select a bid. September 18 st , 2024: The Executive Director will contact the winning bidder and discuss starting the project. December 23 rd , 2024: Target date for receipt and installation of all furniture.