RFP - CNA for the Patten Free Library

Patten Free Library

Bath, Maine

Request for Proposal (RFP)

For Capital Needs Assessment


Introduction: The Patten Free Library Board of Trustees has recommended that a Capital Needs Assessment (CNA) be performed which would provide a comprehensive evaluation of the physical condition of the building and set a maintenance and replacement schedule covering a 15 year period.  

Patten Free Library is a not-for- profit library serving five communities in Mid-Coast Maine: the City of Bath and the towns of Arrowsic, Georgetown, West Bath, and Woolwich. Built in 1889, the original building has had two additions, one in 1961 and the other in 1998. The building is approximately 17,000 square feet and has a basement and two upper floors. The original 1889 building has a second and third floor, which is not accessible by elevator and used only for storage. The building is part of the Bath Historic District.

The Library serves people of all ages.  Its programming includes story times for children ages 0-5, after school activities for children and young adults, and a variety of adult programs. 

On the first floor are a reading room, stacks for print materials, a reference area with public computers, a casual seating area and main lobby with a circulation desk.

The first floor also includes designated areas for children and young adults. The enclosed space for children contains print and audio visual materials and seating as well as a separate room for play and story time.  Newly renovated, the young adult area has print materials, seating, and raised seating accessible by a spiral staircase.

The second floor has a meeting room that seats 65 with an adjoining kitchen, a History Room housing archival collections, a Board Room that seats 20, staff offices, and a public bathroom.

The Library is open 6 days per week (Monday - Saturday) year round. In the 2018-19 fiscal year, there were 154,519 patron visits, 130,886 items circulated, 7,991 attendees at library-sponsored programs, and 12,087 people using public computers.


Scope of Work:

There has been no recent effort to determine the condition of various internal and external systems related to the facility.  The report should provide a year by year estimate of expenses to help the Board of Trustees plan for anticipated annual financial needs for capital improvements and maintenance.

The CNA should be based on the expected useful life in relation to the remaining useful life of all components that make up the library's systems. These components include, but are not limited to,  outdoor lighting, sidewalks, parking lot, landscaping, and benches; internal and external features such as roofing, masonry, building trim, windows, doors, interior lighting, paint and carpeting, accessibility, mechanical and electrical systems including heating and ventilation,    domestic hot water, elevator, electrical service, general alarm systems and plumbing system. 

The CNA provider shall prepare a complete description of the condition of the library including, but not limited to, the following:

1. Site

Paving, sidewalks, curbs and other hardscapes.

Drainage of the hard surfaces, landscapes, and building perimeters.

Handrails and identification of any safety issues including exterior lighting.

Landscaping and grading issues.


2. Building Exterior

Building envelope  (functionality and energy efficiency) including:

Masonry and any exterior painted surfaces.

Windows and doors performance and condition including sealants.

Roofing tiles and membrane.

Exterior stairs.


3. Building Interior

Heating and ventilation systems.

Domestic hot water system.

Alarm systems.

General lighting.

Carpets and flooring

Paint, walls, and ceiling substrates.

Plumbing System


Submission and Selection Process

Responses are due no later than July 10, 2020.  Companies submitting proposals must be licensed to do such work in the state of Maine.  Proposals must include a cost estimate and timeline for completion of the CNA. 

Please identify the individuals in your organization who would be primarily involved in conducting the assessment.  If your organization has performed this type of assessment on historic structures, please include a description of that work in your proposal.  The library will evaluate all proposals and make its selection based on best value, experience and schedule. The library may choose to meet with all finalists. 

The project must be completed within 6 months after award/selection of the vendor.    The vendor must meet with the Committee within two weeks after selection.  

Please respond via printed material or electronic document to:

Lesley Dolinger


Patten Free Library

33 Summer St.

Bath, ME  04530


Tel:  207-443-5141, ext. 15

Email: lesley.dolinger@patten.lib.me.us


Any questions regarding this RFP should be directed solely to Lesley Dolinger in writing or electronic form that can be printed.

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