January 5, 2016 FRIENDS OF THE COLUMBUS METROPOLITAN LIBRARY LIBRARY STORE REQUEST FOR LETTERS OF INTEREST PURPOSE

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1 January 5, 2016 FRIENDS OF THE COLUMBUS METROPOLITAN LIBRARY LIBRARY STORE REQUEST FOR LETTERS OF INTEREST PURPOSE The Board of Trustees of the Friends of the Columbus Metropolitan Library (FOL), an Ohio nonprofit corporation, is requesting letters of interest from vendors to lease space to operate a retail store within the Main Branch of Columbus Metropolitan Library (Library), 96 South Grant Avenue, Columbus, Ohio. The leased space consists of 1,235 square feet (19 x 43 of retail space and 13.5 x 31 of storage/office space. BACKGROUND FOL has operated a retail operation within Main Library for many years. The store focused primarily on selling used library materials, logo merchandise and some additional library/book/literacy related merchandise. Retail management is not FOL s core competency and the store has had mixed results. In light of this, FOL is attempting a new model for the library s retail space. FOL is seeking a retail partner to run the storefront in the renovated space. The new Main Library, scheduled to reopen June 2016, will include a connection to the Topiary Park, an enhanced children s area and a grand reading room that will also serve as an event space. It is expected that this newly renovated building will see an increase in attendance as a result of the investment in the property. Recent renovations at the Driving Park and Whitehall branches have yielded a substantial increase in foot traffic (35% for Whitehall and 60% for Driving Park). Significant events, such as the IFLA (International Federation of Library Associations) World Library and Information Congress in August 2016 will generate an additional increase in library visits. Visit friendsofcml.com for more information about FOL. SCOPE The FOL Board will give serious consideration to prospective vendors who demonstrate the strongest capability to conform to the following criteria and issues: 1. Merchandising of a retail establishment. a. The space will be merchandised at the vendor s discretion/expense. It is expected that this merchandise will be appropriate for display in a store that serves all ages. The proceeds from the sale of these items will accrue 100% to the vendor. b. The operation will devote some space to displaying used library material for sale supplied by FOL. FOL will receive 50% of the proceeds on the sale of this merchandise. c. The operation will devote some space to displaying library logo merchandise for sale supplied by FOL. FOL will receive 50% of the net profit (net sales less cost of goods sold) on the sale of this merchandise. d. The operation will sell FOL memberships. FOL will receive 50% of the proceeds on these transactions.

2 e. The vendor will be expected to track sales of the supplied merchandise and membership separately and to provide monthly sales reports that include total sales and sales of used material, CML logo merchandise and FOL memberships. 2. Management of inventory and staffing. Vendor must comply with all applicable Federal, State, and City laws, ordinances, regulations and codes. Vendor is responsible for managing sales tax, payroll tax and any benefits offered to staff. 3. Provision of cleaning and maintenance that meet the standards of FOL and Library. 4. Operating hours will be at the vendor s discretion. Minimum hours of operation are 30 hours per week. For logistical reasons, these hours must coincide with library operating hours. Holiday closings should occur when Main Library is also closed for holidays. For reference, Main Library operating hours are: a. Mon Thur: 9 a.m. 9 p.m. b. Fri Sat: 9 a.m. 6 p.m. c. Sun: 1 p.m. 5 p.m. 5. Inclusion of FOL signage indicating sponsorship and provisioning of a 10-20% discount for FOL members. Historically, 10% of store sales have been sold at a discount. 6. Sensitivity to FOL s responsibility to the Library to provide a clean, efficient, high-quality, and aesthetically pleasing operation, and a desire to operate in a manner that enhances the mission of FOL and the vision of the Library. The Library expects and offers its customers a very high level of customer service, and the vendor should plan on meeting or exceeding these expectations in providing service within the library. 7. Lease payment to be $12.00 per square foot per year for the first year of the lease for the 817 square feet of retail space plus $0.50 per square foot for the first year of the lease for such retail space for utilities. Lease payments will be due monthly. This payment amount will increase 3% per year over the payment due in the preceding year of the lease. FOL is willing to entertain other lease models, including percentage of the sales. 8. Demonstrated financial stability and responsibility including the ability to acquire and maintain insurance coverage over complete inventory. Liability insurance coverage will also be required. 9. Main Library is scheduled to reopen to the public June 25, Private tours and events will occur during the week prior to opening. The retail operation is expected to be fully merchandised by Sunday, June 19, 2016, but is not expected to open until June 25, Opening during special events is at the discretion of the vendor. ADDITIONAL INFORMATION Main Library employs approximately 116 staff and serves an estimated 14,000 customers per week. The Library does not operate or provide other retail space within the building. No tenant improvement allowance will be provided. All tenant improvements or alterations of the leased space will require prior consent of the Library and FOL. A rendering of the space is provided. It will be built out as shown. Shelving and counters will be provided. Storage and office space is included. All utilities, including internet, are also provided. There is a food and beverage business (Java s) located in the building that has exclusivity on this concession. The retail space will not stock food or beverage product intended for immediate consumption. While there will be no other retail businesses on the premises, occasionally there may be a library event that requires the sale of merchandise outside the purview of the library store. FOL hosts the Big Book Sale once a year during which used library materials will be sold outside of the Library Store. FOL

3 also brokers the sale of artwork displayed in the Carnegie Gallery. The Library and FOL sell some convenience supplies to library customers (currently low cost ear buds and flash drives). FOL will select a vendor that it believes will best meet the criteria and conditions listed above. FOL is considering a three (3) year agreement. CONTENTS OF LETTER OF INTEREST To apply for consideration, submit a letter of interest expressing the capability of your organization to best meet the needs of FOL s retail service. Include with your letter: - The legal name of the business and the main address of the business. - Contact information (including name, address and phone number) of the submitting vendor and/or vendor s representative. - Three references (not employed by or related to the vendor) including an address or phone number for each reference. - A brief catalog of potential merchandise the store might carry. - Proposed schedule of hours. - A one page marketing strategy summary. - A projected 12 month P&L. - Résumé of the management staff. The proposal must be signed by an official who is authorized to make legally binding decisions for the organization. Be advised that the submission of financial information about your organization will be requested to determine your financial stability and reliability before any selection is made, but is not required with this letter. ATTACHMENTS Decision-making timeline for the RFP process. Financial information for the Library Store s most recent two years of operation. There have been some changes over the past two years that have resulted in fluctuations in store performance. Rendering of Main Library retail space and floor plan for Main Library first floor. PROPOSAL EVALUATION AND SELECTION A panel will use the following criteria in evaluating proposals: Products to be offered for sale (30 points) Alignment between products offered and FOL mission/library vision. Concession experience/business references (20 points) Review of resume and results of reference check. Revenue (30 points) Projected P&L and Marketing Plan review. How much revenue can FOL expect to receive from the merchandise categories it supplies?

4 Ease of doing business (10 points) Capabilities to report sales in categories requested. Schedule (10 points) Schedule meets the needs of FOL/Library. Submit your information no later than FEBRUARY 16, 2016 to: Friends of the Columbus Metropolitan Library ATTN: Shannon Hoepf 96 South Grant Avenue Columbus, OH Contact with questions: Shannon Hoepf Development & Affinity Specialist Columbus Metropolitan Library

5 Library Store RFP Timeline January 5, 2016 Distribute RFP February 16, 2016 Deadline to respond to RFP February 29, 2016 Select vendor June 1, 2016 Access to Main granted post construction (tentative) June 20, 2016 Main Library opening events begin June 25, 2016 Main Library Public Opening & Dedication

6 Friends of the Columbus Metropolitan Library Statement of Operations For the Twelve Months Ending December 31, Library Store Fund REVENUES Contributions, Gifts, Grants, Etc. Year to Date Annual Variance Prior Year Actual Unrestricted Gifts $ 9.40 $ Total Contributed Revenue Programs & Event Service Revenue Used Book Sales (Tax) 30, , (25,626.28) 54, Used Book Sales (NT) 1, , (2,333.72) 3, Total Program Revenue 32, , (27,960.00) 58, Memberships Dues & Assessments Total Membership Revenue Interest On Savings & Cash Investments Total Interest Income Dividends & Interest From Securities Total Dividends & Interest Gross Rents Total Gross Rents Gross Sales of Inventory Related Gifts (Tax) 41, , , , Unrelated Gifts (Tax) 2, , (7,350.66) 4, Branch Merchandise , (2,510.00) 0.00 Discounts & Coupons (148.00) Related Gifts (NT) 2, , (706.33) 3, Unrelated Gifts (NT) Branch Merchandise 10, , , , Total Sales of Inventory 57, , (6,970.09) 51, Special Events Special Events & Activities /10/2015 at 3:54 PM Unaudited Report - For Management Use Only Page: 1

7 Year to Annual Prior Year Date Variance Actual Total Special Events Other / Miscellaneous Other/Miscellaneous (NT) TOTAL REVENUES 89, , (34,920.69) 110, EXPENDITURES Grants & Allocations Total Grants & Allocations Compensation, Salaries & Wages Staff Members 42, , (12,817.13) 54, Total Compensation 42, , (12,817.13) 54, Other Employee Benefits Total Employee Benefits Payroll Taxes Employer Tax Expense 3, , (1,884.57) 4, Total Payroll Taxes 3, , (1,884.57) 4, Accounting Fees Payroll Processing Fees (220.09) 1, Monthly Finance Admin 6, , (26.93) 10, Total Accounting Fees 7, , (247.02) 11, Legal & Professional Fees Total Legal & Professional Supplies General Supplies 1, , (1,262.14) 3, Food & Refreshments (96.75) 0.00 Furniture/Equipment Total Supplies 1, , (1,358.89) 3, Telephone 12/10/2015 at 3:54 PM Unaudited Report - For Management Use Only Page: 2

8 Year to Annual Prior Year Date Variance Actual Total Telephone Postage & Shipping Postage, Shipping, Freight (16.62) 1, Total Postage & Shipping (16.62) 1, Occupancy Total Occupancy Equipment Rental & Maintenance Service Contracts (38.06) Software/Equipment Updates , (505.00) 1, Total Equip Rental & Maint , (543.06) 1, Printing & Publications Printing & Duplication Advertising & Marketing Total Printing & Publications Travel Expense Total Travel Conferences, Conventions & Meetings Per Diem (165.00) 0.00 Hotel (484.00) 0.00 Transportation (575.00) 0.00 Total Conferences & Meetings , (1,224.00) 0.00 Insurance Total Insurance Depreciation Leasehold Improvements Total Depreciation Library Store/Gift Shop Merchandise Exp (Related) 36, , , , Merchandise Exp (UnRelated) 14, , (2,150.66) 14, Total Library Store/Gift Shop 51, , , , /10/2015 at 3:54 PM Unaudited Report - For Management Use Only Page: 3

9 Year to Annual Prior Year Date Variance Actual Special Events Total Special Events Miscellaneous / Other Bank & Credit Card Fees 4, , (2,422.52) 6, Unrelated Business Tax 2, , (395.00) 3, Contingency / Other Misc Misc / Other Exp (900.00) 0.00 Cash Short (Over) (770.25) (920.25) Membership Dues & Subscription (35.00) Total Miscellaneous Other 6, , (4,672.77) 10, TOTAL EXPENDITURES 115, , (8,597.37) 134, OPERATING SURPLUS (SHORT) ($ 25,530.32) $ (26,323.32) (23,768.34) 12/10/2015 at 3:54 PM Unaudited Report - For Management Use Only Page: 4

10 Friends of the Columbus Metropolitan Library Statement of Operations For the Twelve Months Ending December 31, Library Store Fund Year to Annual Prior Year Date Variance Actual REVENUES Contributions, Gifts, Grants, Etc. Total Contributed Revenue Programs & Event Service Revenue Used Book Sales (Discards) $ 54, $ 56, (1,394.93) 56, Used Book Sales (Discards)NT 3, , (289.00) 3, Author Visit Books/Consignment Total Program Revenue 58, , (1,683.93) 60, Memberships Dues & Assessments Total Membership Revenue Interest On Savings & Cash Investments Total Interest Income Dividends & Interest From Securities Total Dividends & Interest Gross Rents Total Gross Rents Gross Sales of Inventory Library Store - Related 34, , (1,219.58) 37, Library Store - Unrelated 4, , (3,929.16) 9, Branch Merchandise , (6,180.00) 0.00 Discounts & Coupons (300.00) (279.17) Library Store - Related 3, , , Library Store - Unrelated Branch Merchandise 8, , , , Total Sales of Inventory 51, , (3,349.76) 56, /10/2015 at 3:58 PM Unaudited Report - For Management Use Only Page: 1

11 Year to Annual Prior Year Date Variance Actual Special Events Special Events & Activities Big Book Sale (760.00) 2, Total Special Events (760.00) 2, Other / Miscellaneous Other/Miscellaneous (750.00) 0.00 Other/Miscellaneous (744.00) TOTAL REVENUES 110, , (6,537.69) 121, EXPENDITURES Grants & Allocations Total Grants & Allocations Compensation, Salaries & Wages Staff Members 54, , , , Total Compensation 54, , , , Other Employee Benefits Total Employee Benefits Payroll Taxes Employer Tax Expense 4, , (453.94) 5, Total Payroll Taxes 4, , (453.94) 5, Accounting Fees Payroll Processing Fees 1, Monthly Finance Admin 10, , (93.92) 10, Total Accounting Fees 11, , , Legal & Professional Fees Total Legal & Professional /10/2015 at 3:58 PM Unaudited Report - For Management Use Only Page: 2

12 Year to Date Annual Variance Prior Year Actual Supplies General Supplies 3, , , , Food & Refreshments (180.00) Furniture/Equipment Total Supplies 3, , , Telephone Total Telephone Postage & Shipping Postage, Shipping, Freight 1, , Total Postage & Shipping 1, , Occupancy Total Occupancy Equipment Rental & Maintenance Service Contracts , (976.30) 0.00 Software/Equipment Updates 1, , Total Equip Rental & Maint 1, , (464.45) 1, Printing & Publications Printing & Duplication (300.00) 0.00 Membership Publications (200.00) 0.00 Advertising & Marketing Total Printing & Publications (256.74) Travel Expense Total Travel Conferences, Conventions & Meetings Registration Fees (85.00) 0.00 Per Diem (258.00) 0.00 Hotel (686.00) 0.00 Transportation (734.00) 0.00 Total Conferences & Meetings , (1,763.00) 0.00 Insurance 12/10/2015 at 3:58 PM Unaudited Report - For Management Use Only Page: 3

13 Year to Annual Prior Year Date Variance Actual Total Insurance Depreciation Total Depreciation Library Store/Gift Shop Merchandise Exp (Related) 30, , , , Merchandise Exp (UnRelated) 14, , , , Total Library Store/Gift Shop 45, , , , Special Events Total Special Events Miscellaneous / Other Bank & Credit Card Fees 6, , , Unrelated Business Tax 3, , , Contingency / Other Misc Misc / Other Exp , (5,110.00) Cash Short (Over) Membership Dues & Subscription Total Miscellaneous Other 10, , (1,752.27) 10, TOTAL EXPENDITURES 134, , , , OPERATING SURPLUS (SHORT) ($ 23,768.34) $ 1, (25,202.34) (27,694.39) 12/10/2015 at 3:58 PM Unaudited Report - For Management Use Only Page: 4

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