Layout Design and Installation of Library Equipment and furniture

STATEMENT OF WORK Library reading room re-equipment – supply, layout design and installation of specialist library equipment and furniture for the reading room of the Dag Hammarskjöld Library, Department of Public Information, United Nations EXECUTIVE SUMMARY This Statement of Work (SOW) calls for services to supply specialist library equipment and furniture for the reading room of the UN Dag Hammarskjold Library (DHL) in New York, providing a design of the layout of the furniture and equipment and installation of it on site. The Vendor must be able to understand and apply the vision for the Woodrow Wilson Reading Room to help create an attractive and multi-functional library space. Furniture and design should follow the principles of UNIVERSAL design and maximize accessibility for both clients and staff. Equipment and furniture should in most cases be mobile to allow flexibility in use of the room. Background Dag Hammarskjold Library The Dag Hammarskjold Library (DHL) is the central library of the UN Secretariat in New York and it plays a leading role in library services to the UN system as a whole. Its primary target audience is the missions of the Member States to the UN, and the UN Secretariat staff in New York who support their work. The current DHL reading room on the 1st Floor has an average of around 700 visits a month. Most use is online and by email or telephone - traditional library services are not as important as information services for the UN clients. For now, only around 400 book loans occur each month. Woodrow Wilson Reading Room Situated on the second floor of the DHL, the floor-to-ceiling windows of the Woodrow Wilson Reading Room (WW) command a sweeping view of the entrance plaza of the UN. Its high curving wooden ceiling and back wall is the most striking feature of the room (see picture). On the south wall is an array of built-in card catalogue drawers (no longer in use). The DHL intends the WW to be its primary reading room. It aims to make it an attractive, flexible and informal AND MODERN library space for clients. The WW will present a book collection for loan, the most popular periodicals and newspapers, a ‘lounge’ area for browsing, an enquiry desk, reference collection and some desks for research. The space may be used also for events so the furniture should be MOBILE as far as practicable. The furniture and equipment supplied must be capable of READY TO TRANSFER to new location(s). 1.CONTRACT TERM The United Nations (UN) wishes to establish a contract to be fulfilled in a maximum of three months and would prefer that the work is concluded at the latest before mid February 2014. 2. SERVICE REQUIREMENTS AND DELIVERABLES 2.1 The Vendor must supply the following items (and any minor supplementary equipment or fittings required or proposed to make a viable & attractive installation):- Ref Item Additional information 1.One set of library RFID security gates: a) System conforms to ISO 15693, ISO 18000-3,SIP2, NCIP, and ISO 28560. b) Capable of covering a 48” wide corridor c) Includes patron counter d) ‘Light’ installation capable of being removed and transferred elsewhere e) Delivery and installation of the RFID system including interface with the Library ILS 2.One Circulation desk RFID charge/discharge unit for staff use - Preferably mounted in desk (item 5) 3.One Self-service RFID charge/discharge kiosk for clients 4.One RFID hand-held scanner for inventory checks etc 5.One Reference/circulation desk a) Including 3 staff workstations, at least two of them client facing with space for circulation transactions and reference enquiries; one for e.g. telephone & email b) Sitting height for clients & staff; wheelchair-friendly c) Mobile (wheeled) d) Adjustable-height worktops for each workstation 6.Wall-mounted shelving 35-40 linear feet near/behind reference desk a) For quick reference material frequently used by staff b) Ideally, also accessible to clients 7.Mobile book shelving units offering a total of around 425 linear feet of book space* a) Mobile (wheeled) b) Broken down into units (15-20) for flexibility and mobility c) No more than 54” high 8.Book display solution to promote up to 30 titles face-out a) Could be more than one piece of furniture. b) To provide facility for thematic display with some explanatory texts. c) Space-efficient 9.Browsable display equipment/shelving for 100 periodical and newspaper titles*, a) Expected +/- 10 newspapers, 20 news magazines, 70 periodicals b) Mobile (wheeled) 10. Sofas 2 x 3 person with bridge* a) USB power sockets minimum x 2 in bridge and 1 at end of each sofa 11. 3-station computer desks x 1* a) For clients consulting the catalogue and undertaking research 2.2. The vendor should propose an optimal layout for these items in the WW including a design for the staff desk. (building plan and photographs will be provided in the solicitation document). To better visualize the space and understand the needs and desires of the DHL for the WW a site visit will be scheduled. The Vendor or DHL may propose modifications to the initial requirements above to arrive at the optimal design/layout. 2.3. The space will house the following functions: a) Joint reference enquiry and circulation desk. It is expected that two members of staff will deal with reference enquiries and (low-volume) circulation. Another member of staff may be at the desk to act as back-up, do email & telephone answering etc. Three workstations are required. b) Self-service issue and return kiosk c) Part of the quick reference collection, near the desk d) The lending collection (acquisitions of the last 3 years +/-) - around 225 linear feet of material – and around 200 linear feet of quick reference material. e) Browsable display for up to 100 serial titles – newspapers, news magazines and periodicals. f) A “lounge” area where clients can read newspapers, drink coffee, browse new books. g) A “study” area where clients can undertake more prolonged or intensive research. The DHL has already in stock 2-3 round tables (4 places each), and we require matching or complimentary furniture / equipment h) A computer-use area where clients can consult the catalogue and undertake internet research. i) A display area for small thematic displays. j) All or most of the space should be capable of being cleared easily to allow events to take place. 2.4. The equipment and the design of the layout must take into account all reasonable requirements for access by people with disabilities. It should be possible for a member of staff in a wheelchair to work everywhere in the reading room without special assistance. 2.5. The equipment and furniture should be of a quality commensurate with the status of the UN and sufficiently rugged to withstand daily library use and re-location. 2.6. All equipment and furniture must be assembled and installed according to the agreed design. Installation must satisfy local building and safety codes. United Nations will supply power, light and relevant data.