REQUEST FOR QUALIFICATIONS / REQUEST FOR PROPOSALS
Elkhart Public Library has issued a Request for Qualifications for the development of a facilities master plan.
The library’s objectives:
• Assessment of major building systems, parking, staff workspaces/storage and site conditions for all EPL locations, including a non-public storage garage;
• Recommendations on space utilization and design improvements aligned with community needs; and
• Identification of strategic phasing and budget options for implementation.
>> Read more about the Board of Trustees’ reasoning to pursue a plan <<
The selected firm will receive all documents related to the most recent branch renovations, assessments of the Downtown location, and the Young People’s Services (YPS) Feasibility Study. These materials provide critical context for understanding previous planning efforts, community feedback, and space priorities.
Find the full RFQ by clicking here. An addendum to the document has been published at the bottom of this page.
Questions about the RFP must be submitted in writing to Kristen Edson, EPL Executive Director, via email by Monday, Jan. 12, 2026. Answers to the questions are posted at the bottom of this page.
• Date of issue: Wednesday, Dec. 17, 2025
• Site visits (optional): Jan. 7-8, 2026
• Responses due: Friday, Jan. 30, 2026
• UPDATED – Interviews: Feb. 17-18, 2026 (mandatory on-site in Elkhart, IN)
• Selection and negotiation: Friday, Feb. 20, 2026
• Contract negotiation complete: Friday, March 6, 2026
• Target starting date: Monday, March 30, 2026
To upload a proposal, use the form below or please follow this link if file size will exceed 64MB.
RFQ – Facilities Master Plan
The Library reserves the right to reject any or all proposals and waive irregularities as allowed by law.
Additions made to this page after Jan. 13, 2026
ADDENDUM NO. 1
Facilities Master Plan RFQ – Elkhart Public Library
Issued: Jan. 10, 2026
This Addendum modifies and clarifies information contained in the Facilities Master Plan Request for Qualifications (RFQ). All firms responding to the RFQ shall acknowledge receipt of this Addendum in their submission.
1. Semifinal Interview Dates – Updated
The RFQ previously identified tentative dates for semifinal interviews. Semifinal interviews will now be held on Feb. 17 and/or Feb. 18, 2026.
Exact interview dates and times will be confirmed directly with selected firms via email or phone following the evaluation of RFQ submissions. Interviews will be conducted in person at the Elkhart Public Library.
All other RFQ dates remain unchanged unless otherwise amended.
2. Questions and Answers
Q1: Does the Library have any specific sustainability certification goals?
Response:
At this time, the Elkhart Public Library does not have a specific sustainability certification requirement (such as LEED or equivalent). However, the Library strongly values sustainable design principles and welcomes firms to propose strategies that support long-term operational efficiency, responsible material use, and lifecycle cost savings as part of the Facilities Master Plan.
Q2: Does the Library have any specific decarbonization goals?
Response:
The Elkhart Public Library does not currently have formal decarbonization targets in place. As part of the Facilities Master Plan, the Library is interested in understanding opportunities to reduce energy consumption, improve building performance, and incorporate future-ready systems where feasible and fiscally responsible. Firms are encouraged to address these considerations in a way that aligns with community needs, budget realities, and long-term sustainability.
Q3: We see fees are not requested for the RFQ response. Will fees be presented at the time of finalist interviews, or is the intent for proposal negotiations to occur following interviews?
Response:
Fees are not required as part of the RFQ submission. Shortlisted firms will be asked to provide a cost estimate during the semi-final interview stage to support comparative evaluation. Final scope refinement, fee negotiations, and contract terms will occur after interviews with the selected firm.