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.

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, 2016. 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, 2016. 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

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, e-mail 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 e-mail 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?

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 43215 Contact with questions: Shannon Hoepf Development & Affinity Specialist Columbus Metropolitan Library shoepf@columbuslibrary.org 614-849-1056

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

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Year toDate

AnnualBudget

BudgetVariance

Prior YearActual

REVENUESContributions, Gifts, Grants, Etc.Unrestricted Gifts 9.40$ 0.00$ 9.40 0.00

Total Contributed Revenue 9.40 0.00 9.40 0.00

Programs & Event Service RevenueUsed Book Sales (Tax) 30,873.72 56,500.00 (25,626.28) 54,850.07Used Book Sales (NT) 1,166.28 3,500.00 (2,333.72) 3,463.00

Total Program Revenue 32,040.00 60,000.00 (27,960.00) 58,313.07

Memberships Dues & Assessments

Total Membership Revenue 0.00 0.00 0.00 0.00

Interest On Savings & Cash Investments

Total Interest Income 0.00 0.00 0.00 0.00

Dividends & Interest From Securities

Total Dividends & Interest 0.00 0.00 0.00 0.00

Gross Rents

Total Gross Rents 0.00 0.00 0.00 0.00

Gross Sales of InventoryRelated Gifts (Tax) 41,503.07 40,000.00 1,503.07 34,861.42Unrelated Gifts (Tax) 2,649.34 10,000.00 (7,350.66) 4,972.84Branch Merchandise 0.00 2,510.00 (2,510.00) 0.00Discounts & Coupons 92.22 (148.00) 240.22 94.78Related Gifts (NT) 2,293.67 3,000.00 (706.33) 3,423.72Unrelated Gifts (NT) 889.87 538.00 351.87 498.92Branch Merchandise 10,001.74 8,500.00 1,501.74 8,067.56

Total Sales of Inventory 57,429.91 64,400.00 (6,970.09) 51,919.24

Special EventsSpecial Events & Activities 0.00 0.00 0.00 0.00

Friends of the Columbus Metropolitan LibraryStatement of Operations

For the Twelve Months Ending December 31, 2014

02 - Library Store Fund

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Year toDate

AnnualBudget

BudgetVariance

Prior YearActual

Total Special Events 0.00 0.00 0.00 0.00

Other / MiscellaneousOther/Miscellaneous (NT) 0.00 0.00 0.00 6.00

0.00 0.00 0.00 6.00

TOTAL REVENUES 89,479.31 124,400.00 (34,920.69) 110,238.31

EXPENDITURESGrants & Allocations

Total Grants & Allocations 0.00 0.00 0.00 0.00

Compensation, Salaries & WagesStaff Members 42,182.87 55,000.00 (12,817.13) 54,812.75

Total Compensation 42,182.87 55,000.00 (12,817.13) 54,812.75

Other Employee Benefits

Total Employee Benefits 0.00 0.00 0.00 0.00

Payroll TaxesEmployer Tax Expense 3,615.43 5,500.00 (1,884.57) 4,546.06

Total Payroll Taxes 3,615.43 5,500.00 (1,884.57) 4,546.06

Accounting FeesPayroll Processing Fees 726.91 947.00 (220.09) 1,011.74Monthly Finance Admin 6,385.07 6,412.00 (26.93) 10,225.08

Total Accounting Fees 7,111.98 7,359.00 (247.02) 11,236.82

Legal & Professional Fees

Total Legal & Professional 0.00 0.00 0.00 0.00

SuppliesGeneral Supplies 1,237.86 2,500.00 (1,262.14) 3,463.07Food & Refreshments 83.25 180.00 (96.75) 0.00Furniture/Equipment 0.00 0.00 0.00 83.50

Total Supplies 1,321.11 2,680.00 (1,358.89) 3,546.57

Telephone

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Year toDate

AnnualBudget

BudgetVariance

Prior YearActual

Total Telephone 0.00 0.00 0.00 0.00

Postage & ShippingPostage, Shipping, Freight 683.38 700.00 (16.62) 1,364.04

Total Postage & Shipping 683.38 700.00 (16.62) 1,364.04

Occupancy

Total Occupancy 0.00 0.00 0.00 0.00

Equipment Rental & MaintenanceService Contracts 161.94 200.00 (38.06) 223.70Software/Equipment Updates 795.00 1,300.00 (505.00) 1,211.85

Total Equip Rental & Maint 956.94 1,500.00 (543.06) 1,435.55

Printing & PublicationsPrinting & Duplication 712.49 200.00 512.49 0.00Advertising & Marketing 245.72 0.00 245.72 243.26

Total Printing & Publications 958.21 200.00 758.21 243.26

Travel Expense

Total Travel 0.00 0.00 0.00 0.00

Conferences, Conventions & MeetingsPer Diem 0.00 165.00 (165.00) 0.00Hotel 0.00 484.00 (484.00) 0.00Transportation 0.00 575.00 (575.00) 0.00

Total Conferences & Meetings 0.00 1,224.00 (1,224.00) 0.00

Insurance

Total Insurance 0.00 0.00 0.00 0.00

DepreciationLeasehold Improvements 284.00 0.00 284.00 0.00

Total Depreciation 284.00 0.00 284.00 0.00

Library Store/Gift ShopMerchandise Exp (Related) 36,275.14 21,000.00 15,275.14 30,833.71Merchandise Exp (UnRelated) 14,849.34 17,000.00 (2,150.66) 14,990.16

Total Library Store/Gift Shop 51,124.48 38,000.00 13,124.48 45,823.87

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Year toDate

AnnualBudget

BudgetVariance

Prior YearActual

Special Events

Total Special Events 0.00 0.00 0.00 0.00

Miscellaneous / OtherBank & Credit Card Fees 4,681.48 7,104.00 (2,422.52) 6,861.44Unrelated Business Tax 2,605.00 3,000.00 (395.00) 3,220.78Contingency / Other Misc 0.00 0.00 0.00 101.07Misc / Other Exp 0.00 900.00 (900.00) 0.00Cash Short (Over) (770.25) 150.00 (920.25) 524.44Membership Dues & Subscription 255.00 290.00 (35.00) 290.00

Total Miscellaneous Other 6,771.23 11,444.00 (4,672.77) 10,997.73

TOTAL EXPENDITURES 115,009.63 123,607.00 (8,597.37) 134,006.65

OPERATING SURPLUS (SHORT) 25,530.32)($ 793.00$ (26,323.32) (23,768.34)

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Year toDate

Annual Budget

Budget Variance

Prior YearActual

REVENUESContributions, Gifts, Grants, Etc.

Total Contributed Revenue 0.00 0.00 0.00 0.00

Programs & Event Service RevenueUsed Book Sales (Discards) 54,850.07$ 56,245.00$ (1,394.93) 56,656.92Used Book Sales (Discards)NT 3,463.00 3,752.00 (289.00) 3,392.08Author Visit Books/Consignment 0.00 0.00 0.00 917.01

Total Program Revenue 58,313.07 59,997.00 (1,683.93) 60,966.01

Memberships Dues & Assessments

Total Membership Revenue 0.00 0.00 0.00 0.00

Interest On Savings & Cash Investments

Total Interest Income 0.00 0.00 0.00 0.00

Dividends & Interest From Securities

Total Dividends & Interest 0.00 0.00 0.00 0.00

Gross Rents

Total Gross Rents 0.00 0.00 0.00 0.00

Gross Sales of InventoryLibrary Store - Related 34,861.42 36,081.00 (1,219.58) 37,319.66Library Store - Unrelated 4,972.84 8,902.00 (3,929.16) 9,216.35Branch Merchandise 0.00 6,180.00 (6,180.00) 0.00Discounts & Coupons 94.78 (300.00) 394.78 (279.17)Library Store - Related 3,423.72 2,701.00 722.72 4,965.41Library Store - Unrelated 498.92 477.00 21.92 608.97Branch Merchandise 8,067.56 1,228.00 6,839.56 5,154.75

Total Sales of Inventory 51,919.24 55,269.00 (3,349.76) 56,985.97

Friends of the Columbus Metropolitan LibraryStatement of Operations

For the Twelve Months Ending December 31, 2013

02 - Library Store Fund

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Year toDate

Annual Budget

Budget Variance

Prior YearActual

Special EventsSpecial Events & Activities 0.00 0.00 0.00 0.00Big Book Sale 0.00 760.00 (760.00) 2,808.00

Total Special Events 0.00 760.00 (760.00) 2,808.00

Other / MiscellaneousOther/Miscellaneous 0.00 750.00 (750.00) 0.00Other/Miscellaneous 6.00 0.00 6.00 594.76

6.00 750.00 (744.00) 594.76

TOTAL REVENUES 110,238.31 116,776.00 (6,537.69) 121,354.74

EXPENDITURESGrants & Allocations

Total Grants & Allocations 0.00 0.00 0.00 0.00

Compensation, Salaries & WagesStaff Members 54,812.75 50,000.00 4,812.75 62,992.29

Total Compensation 54,812.75 50,000.00 4,812.75 62,992.29

Other Employee Benefits

Total Employee Benefits 0.00 0.00 0.00 0.00

Payroll TaxesEmployer Tax Expense 4,546.06 5,000.00 (453.94) 5,309.45

Total Payroll Taxes 4,546.06 5,000.00 (453.94) 5,309.45

Accounting FeesPayroll Processing Fees 1,011.74 780.00 231.74 826.51Monthly Finance Admin 10,225.08 10,319.00 (93.92) 10,928.46

Total Accounting Fees 11,236.82 11,099.00 137.82 11,754.97

Legal & Professional Fees

Total Legal & Professional 0.00 0.00 0.00 0.00

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Year toDate

Annual Budget

Budget Variance

Prior YearActual

SuppliesGeneral Supplies 3,463.07 2,400.00 1,063.07 6,563.30Food & Refreshments 0.00 180.00 (180.00) 169.98Furniture/Equipment 83.50 0.00 83.50 0.00

Total Supplies 3,546.57 2,580.00 966.57 6,733.28

Telephone

Total Telephone 0.00 0.00 0.00 0.00

Postage & ShippingPostage, Shipping, Freight 1,364.04 750.00 614.04 1,896.35

Total Postage & Shipping 1,364.04 750.00 614.04 1,896.35

Occupancy

Total Occupancy 0.00 0.00 0.00 0.00

Equipment Rental & MaintenanceService Contracts 223.70 1,200.00 (976.30) 0.00Software/Equipment Updates 1,211.85 700.00 511.85 1,036.00

Total Equip Rental & Maint 1,435.55 1,900.00 (464.45) 1,036.00

Printing & PublicationsPrinting & Duplication 0.00 300.00 (300.00) 0.00Membership Publications 0.00 200.00 (200.00) 0.00Advertising & Marketing 243.26 0.00 243.26 589.08

Total Printing & Publications 243.26 500.00 (256.74) 589.08

Travel Expense

Total Travel 0.00 0.00 0.00 0.00

Conferences, Conventions & MeetingsRegistration Fees 0.00 85.00 (85.00) 0.00Per Diem 0.00 258.00 (258.00) 0.00Hotel 0.00 686.00 (686.00) 0.00Transportation 0.00 734.00 (734.00) 0.00

Total Conferences & Meetings 0.00 1,763.00 (1,763.00) 0.00

Insurance

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Year toDate

Annual Budget

Budget Variance

Prior YearActual

Total Insurance 0.00 0.00 0.00 0.00

Depreciation

Total Depreciation 0.00 0.00 0.00 0.00

Library Store/Gift ShopMerchandise Exp (Related) 30,833.71 24,000.00 6,833.71 36,873.02Merchandise Exp (UnRelated) 14,990.16 5,000.00 9,990.16 11,691.37

Total Library Store/Gift Shop 45,823.87 29,000.00 16,823.87 48,564.39

Special Events

Total Special Events 0.00 0.00 0.00 0.00

Miscellaneous / OtherBank & Credit Card Fees 6,861.44 6,304.00 557.44 6,893.76Unrelated Business Tax 3,220.78 922.00 2,298.78 2,156.00Contingency / Other Misc 101.07 0.00 101.07 0.00Misc / Other Exp 0.00 5,110.00 (5,110.00) 449.80Cash Short (Over) 524.44 187.00 337.44 402.81Membership Dues & Subscription 290.00 227.00 63.00 270.95

Total Miscellaneous Other 10,997.73 12,750.00 (1,752.27) 10,173.32

TOTAL EXPENDITURES 134,006.65 115,342.00 18,664.65 149,049.13

OPERATING SURPLUS (SHORT) 23,768.34)($ 1,434.00$ (25,202.34) (27,694.39)