Library Strategic Planning Services

Agency: City of Warwick
State: Rhode Island
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Nov 19, 2019
Due Date: Dec 9, 2019
Solicitation No: L2020-01
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

Library Strategic Planning Services






Bid Number:
L2020-01
Start / End Dates & Times:
11/18/2019 - 12:00pm to 12/09/2019 - 12:00pm
Bid: Open

Bid L2020-01 Library Strategic Planning
Services, will be received until noon on Monday, December 9, 2019 in the
Administrative Office, Warwick Public Library, 600 Sandy Lane, Warwick, RI. 02889.
Proposals will be opened publicly commencing at 12 noon on the same day.





Attachment Preview

WARWICK PUBLIC LIBRARY
REQUEST FOR PROPOSALS
Bid L2020-01 Library Strategic Planning Services
The Board of Trustees of the Warwick Public Library (also referred to as the Board of
Trustees, Trustees, Library, and Warwick Library) is seeking a Firm (also referred to as
Bidder and Respondent) with expertise in Library Planning to work on the 2020-2025
Warwick Public Library Strategic Plan. (This plan would begin on July 1, 2020 and run
through June 30, 2025).
Sealed proposals, marked as “Bid L2020-01 Library Strategic Planning
Services”, will be received until noon on Monday, December 9, 2019 in the
Administrative Office, Warwick Public Library, 600 Sandy Lane, Warwick, RI. 02889.
Proposals will be opened publicly commencing at 12 noon on the same day.
Awards will be considered on the basis of the lowest evaluated or responsive bid price as
per our specifications, although the Library Board of Trustees is not obligated to accept
the lowest bid, and reserves the right to reject any and all bids or amend the scope of the
project. Please note that no proposals can be accepted by e-mail or fax.
1.1 Purpose
The purpose of these services is to assist the Board of Trustees of the Warwick
Public Library in establishing a long-term strategic plan, which will have goals,
objectives, and strategies for Library operations.
1.2 Background
The Warwick Public Library is a municipal library located in Rhode Island’s third
largest city (population 81,000). The Central Library building is 63,500 square
feet, has a staff of 35 FTEs, including 13 professional librarians, and an operating
budget of over $4.5 million. The Library also has three small branches. It is one
of the busiest libraries in the state, with nearly 400,000 visitors annually, a
circulation over 600,000 items, and program attendance exceeding 26,000
people. The Library has a reputation for excellence and technological innovation.
1.3 Preferred Qualifications
Previous experience working with public libraries
Previous experience facilitating the strategic planning process in a wide
variety of organizational settings.
1.4 Desired Objectives and Processes
Explain strategic planning process to staff and the Board of Trustees,
including the development of a planning committee.
Warwick Public Library Strategic Planning Services RFP
1
Gather data about existing library operations and community indicators,
including census data, community feedback surveys and other essential
information. Analyze data in preparation for the planning committee
meetings.
Conduct a staff and Board focus group which includes a Strengths,
Weaknesses, Opportunities and Threats (SWOT) analysis.
Facilitate a community focus group. The successful Respondent will work
with the Library staff and Board to move the community through a process
in order to determine programs and services that need to be maintained,
those that need to be expanded, and new services that should be provided.
Facilitate Planning Committee meetings.
Draft a final plan to be presented to the Library Board for adoption
Be available to the Library Board and Director for follow-up questions as
needed.
1.5 Timeline
Begin the planning process in January 2020 and complete the plan for Board
approval by June 24, 2020.
1.6 Regulatory Requirement
The Firm will need to be familiar with Rhode Island and the City of Warwick
ordinances, restrictions and processes throughout the project, especially those
pertaining to libraries.
1.7 Deliverables
All deliverables will be submitted to the Warwick Public Library in hard copy and
original electronic format. A final overview of the project must be submitted in
the form of a PowerPoint or Keynote presentation for Library use, complete with
photographs where applicable. All work produced for this project will become
the property of the Warwick Public Library.
1.8 Community Outreach
Your firm will be expected to conduct community focus groups. The participants
will be invited by the Library Board and staff. The focus groups will include:
The Warwick Public Library Board of Trustees
The Warwick Public Library staff
The Friends of the Warwick Public Library
A group consisting of representatives from local groups, residents, and
City staff and City government.
Warwick Public Library Strategic Planning Services RFP
2
2. Information and Submission Requirements
1. Proposals will be accepted until 12 noon on December 9, 2019.
2. The Warwick Public Library Board of Trustees and Director will review the
proposals and select the most highly qualified firm(s) to contact for further
screening as it deems appropriate.
3. The RFP will detail costs, terms and conditions.
Costs must be itemized by each phase of the process, in case the
Library Board decides to hire a firm to do only part of the Strategic
Planning Process.
4. Proposals will be prepared and submitted at the sole cost and expense of the
Respondent, and shall become the property of the Warwick Public Library.
Proposal documents will not be returned.
5. Respondents will indemnify the Warwick Public Library from any and all
debts, claims, and liabilities arising out of the proposal or performance of the
project as a result of the firm’s error, omissions, neglect, etc.
6. The Library reserves the right to negotiate with Respondents on the scope of
the project, fees, timelines, and other components of the project, whether or
not the proposal was deemed the lowest cost to the Library.
7. Firms may not subcontract any work without prior written authorization by
the Warwick Public Library. This shall in no way bind or prevent the Library
from performing, requesting quotes or proposals, bidding, or contracting any
services separately.
8. Questions regarding the RFP should be submitted to the Library Director,
Chris LaRoux, 401-739-5440 x9760 or laroux.chris@gmail.com.
2.1 Statement of Qualifications Requirements
1. State the name, address, and brief history of the firm.
2. Include a resume of the key personnel and manager of the firm.
3. Provide examples of related experience performed by the firm during the
previous three (3) years, which are similar to those outlined in Section. 1.4.
4. Provide a statement describing your approach to project management.
Warwick Public Library Strategic Planning Services RFP
3
3. Evaluation Criteria
Evaluation of Proposals shall be based on the following:
Depth of knowledge of library strategic planning
Ability of Respondent to deliver an accurate and legitimate product for the
Warwick Public Library Board of Trustees’ approval and acceptance.
Experience at soliciting public input in the process and incorporating
suggestions that embrace the priorities of the public input.
Success in utilizing multiple communication platforms to elicit public
input.
Previous experience with similar projects.
Depth of knowledge of library facility accessibility guidelines.
Completeness of proposal
Any other items that the Warwick Public Library Board of Trustees deems
appropriate.
4. Fee Proposal
The Firm shall submit a total fee for the above referenced services, as well as
itemized fees for each phase of the process. The Firm shall submit hourly cost of
ongoing consulting services after the implementation phase if supplemental
services are required.
5. Selection Process
The Warwick Public Library Board of Trustees will review all proposals, and may
select some Respondents for interviews. Awards shall be made on the basis of the
lowest evaluated or responsive bid price as per our specifications. The Library
Board of Trustees is not obligated to accept the lowest bid and reserves the right
to reject any and all bids or amend the scope of the project. The Board of
Trustees reserves the right to award in whole or in part.
Proposals will be judged on:
Qualifications and experience
Demonstrated ability to provide desired services
Costs for services offered
6. Bidding Requirements
The Firm will not discriminate against any employee or applicant for
employment because of physical or mental handicap for any position for which
the employee or applicant is qualified. In the event of noncompliance, the
Library may declare the Firm in breach and take any necessary legal recourse,
including termination or cancellation of the contract.
Warwick Public Library Strategic Planning Services RFP
4
A Firm filing a bid thereby certifies that no officer, agent, or employee of the
Warwick Library or City of Warwick, RI, has a pecuniary interest in the bid or has
participated in contract negotiations on the part of the Library. That the bid is
made in good faith without fraud or collusion, or connection of any kind with any
other bidder for the same call for bids and that the bidder is competing solely in
his/her own behalf, without connection with, or obligation to, any undisclosed
person or firm.
Any deviation from the specifications must be noted in writing and attached as
part of the bid. The Bidder shall indicate the item or part with the deviation and
indicate how the bid will deviate from the specifications.
Negligence on the part of the bidder in preparing the bid confers no rights for the
withdrawal of the bid after its opening.
The Firm must carry sufficient liability insurance and agree to indemnify the
Library against all claims of any nature, which might arise as a result of its
operations or conduct of work.
An IRS form W-9 must be completed and submitted when the contract is
awarded.
The Library is exempt from the payment of the Rhode Island Sales Tax under the
1956 General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as
amended.
The successful bidder must comply with all Rhode Island Laws, applicable to
public works projects, including but not limited to provisions of Chapter 13 of
Title 37 of the Rhode Island General Laws, pertaining to prevailing wage rates,
and all other applicable local, state, and federal laws.
The Library reserves the right to terminate the contract or any part of the
contract in the best interests of the Library, upon 30-day notice to the Firm. The
Library shall incur no liability for materials or services not yet ordered if it
terminates in the best interests of the Library.
All costs directly or indirectly related to the preparation of a response to this
solicitation, or any presentation or communication to supplement and/or clarify
any response to this solicitation, which may be required or requested by the
Library, shall be the sole responsibility of and shall be borne by the Respondent.
If the Respondent is awarded a contract in accordance with this solicitation and
fails or refuses to satisfy fully all of the Respondent’s obligations there under, the
Warwick Public Library shall be entitled to recover from the Respondent any
losses, damages, or costs incurred by the Library as a result of such failure or
refusal. The Library reserves the right to rescind an award for non-
compliance to bid specifications.
Warwick Public Library Strategic Planning Services RFP
5

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

See Also

Agency Name Solicitation Number Title Solicitation Starts Solicitation Ends Electronic Solicitation City of

City of Newport

Bid Due: 7/09/2020

Agency Name Solicitation Number Title Solicitation Starts Solicitation Ends Electronic Solicitation City of

City of Newport

Bid Due: 8/03/2020

Agency Name Solicitation Number Title Solicitation Starts Solicitation Ends Electronic Solicitation Providence Public

City of Newport

Bid Due: 7/22/2020

Date Number Description 07/24/2020 RFP 30683 RFP 30683 A1 RFP 30683 A2 RFP

Rhode Island Airport Corporation (RIAC)

Bid Due: 7/24/2020