April 2, 2024
Library and Community Services
DATE: April 2, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager of Community
Services
Kate Eppler, Deputy Director for Community Services –
Library
Leah J. Clark, Circulation Supervisor
Subject:
Contract for Installation of Window Coverings in the
Madeline F. Whittlesey Community Room
FINANCIAL IMPACT: The proposed $19,339.35 expenditure will come from the Library’s FY2023-2024 operating budget. (01241055 -
400603)
PREVIOUS COUNCIL
ACTION:
n/a
STATEMENT OF THE
ISSUE:
Approval of this contract would allow for the installation of window shades in the Richmond Main Library’s Madeline
F. Whittlesey Community Room, to mitigate bright
sunlight and benefit library and community-led events.
RECOMMENDED ACTION:
APPROVE a contract with Hauser Shade & Sons, Inc., in
an amount not to exceed $19,339.35, for installation of window treatments in the Richmond Main Library’s
Madeline F. Whittlesey Community Room, for a term
beginning March 1, 2024, through March 1, 2025 —
Community Services Department (Kate Eppler 510-620-
5452/Leah J. Clark 510-621-1557).
AGENDA
REPORT
April 2, 2024
DISCUSSION:
Richmond Main Library’s Madeline F. Whittlesey Community Room (MFW Room) hosts a variety of library programs, including children’s storytimes, adult craft programs, and community meetings. Each month, between 500 to 750 people attend library events in the MFW Room. In addition, the room can be rented by community groups and nonprofit organizations.
Due to the room’s east-west exposure and ceiling-high windows, piercing sunlight often makes the room uncomfortable. It is difficult to present a slide show or a film in the room due to the prevalence of natural light. The Main Library building, which was opened in 1949, does not have air conditioning, and the unfiltered sunlight often makes the room hot.
Curtains were previously used to mitigate sunlight in the room; however, due to damaged fabric, the curtains were no longer functional. In response, City staff members sought three quotes from businesses offering modern shades capable of allowing users to adjust light levels as needed. After receiving three quotes, a Richmond-based business, Hauser Shade & Sons, Inc. was selected to provide both light-dimming and blackout shades for the MFW Room.
The Main Library is scheduled to undergo a major renovation beginning in 2025. Before the planned closure, there will be an estimated 9,000 attendees at library events and community meetings in the MFW Room. Timely installation of these window shades will improve their user experience. City staff will plan to remove and store the shades for re- installation after the Main Library re-opens post-renovation.
DOCUMENTS ATTACHED:
Attachment 1 – Contract
Attachment 2 – Vendor Scorecard