Request for Qualifications (RFQ) for Community Engagement Consultation - Questions & Answers

PIERCE COUNTY LIBRARY SYSTEM
REQUEST FOR QUALIFICATIONS ("RFQ") for
COMMUNITY ENGAGEMENT CONSULTATION
PART 1: INTRODUCTION, PURPOSE, TIMELINE
The Pierce County Library System (the "Library") is a junior taxing district under the laws of the
State of Washington established in 1946 as a rural library district under chapter 27.12 RCW. The
Library provides library services for the residents of unincorporated Pierce County, 15 annexed
cities and towns (Bonney Lake, Buckley, DuPont, Eatonville, Edgewood, Fife, Gig Harbor,
Lakewood, Milton, Orting, South Prairie, Steilacoom, Sumner, University Place, and Wilkeson).
The total estimated population served is 680,000.
More information about the Library, including its history, locations, services, programs, and
budget may be found on the Library's website at www.mypcls.org.
PURPOSE
The purpose of this document is to provide responders with information and instructions to submit
professional qualifications to facilitate and guide a community engagement consultation in support
of the Library's recently approved strategic plan. The resulting plan will provide a long-term
strategy to offer and sustain excellent library focused on participatory engagement to listen to and
co-design services with the community.
The resulting work will build the capacity and skill of library staff that will enable them to plan
and conduct ongoing participatory engagement with the public, including but not limited to
programs, events, outreach, and community input sessions.
The Library encourages qualified proposals from minority- and women-owned businesses.
Resources to assist such proposers can be found at https://omwbe.wa.gov the website for the
Washington State Office of Minority & Women's Business Enterprises.
ESTIMATED TIMELINE
RFQ Announcement ............................................October 15, 2026
RFQ Final Questions due from interested ...........October 22, 2026
Questions answered by PCLS ..............................October 23, 2026
RFQ due to Library ..............................................November 2, 2026, 5:00 PM
RFQ Opening (non-public) ..................................November 3, 2026
Notice of Intent to Award ....................................November 4, 2026 (estimated)
Board approval of Purchase Order .......................November 12, 2026
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PART 2: SUBMISSION REQUIREMENTS
1. Submitters are expected to fully inform themselves as to the conditions, requirements,
available information, and specifications before delivering a proposal. The submission
implies submitter's acceptance of the terms and conditions herein, unless otherwise stated
in Part 3 below.
2. Submitters must provide one (1) electronic copy (preferred) and if submitting paper
provide three (3) copies of the submission containing the following items:
a. Provide a description of the company's qualifications, credentials, experience and
resources as they relate to the RFQ.
b. Include curricula vitae or a professional bio for each staff that will be assigned to
the project. List their roles and estimated time spent on the project. Identify the
principle in charge, project managers, and subcontractors or other sub-consultants.
c. Provide complete answers to all questions identified in Part 4 and Part 5.
d. Provide a list of three (3) references to similar projects and services the company
has performed within the last seven (7) years. A form is provided in Part 6.
e. Complete and sign the Declaration Form in Part 10.
3. The Library will not be conducting interviews of submitters.
4. Submitters must be capable of performing the services specified in this RFQ and in the
submissions, including demonstrating that they have the necessary experience, ability, and
financial resources to perform the work within the time stipulated in a manner that is
acceptable to the Library.
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PART 3: INSTRUCTIONS TO SUBMITTERS
a) Questions about the RFQ: All questions about this RFQ should be directed to Brenda
Tanksley, Executive Administrative Assistant via email (btanksley@piercecountylibrary.org).
Oral explanations or instructions given before the award of the contract will not be binding.
Any information given to a prospective submitter concerning this RFQ will be furnished to all
prospective submitters as an amendment to the solicitation. The Library reserves the right to
share questions and answers with other submitters if it is determined that the answers would
give unfair advantage to one submitter. All questions must be submitted by 2:00 PM,
October 22, 2026.
b) Acknowledgement of Amendments to RFQs: Submitters to the RFQ must acknowledge
receipt of an amendment by signing and returning the amendment or by a written letter. Such
acknowledgment must be received prior to RFQ opening.
c) Submission: To be considered, submitters must submit electronically (preferred) or mail three
(3) complete copies of their proposal in a sealed envelope. Submissions shall be addressed as
follows:
Email: PMcBride@piercecountylibrary.org
Mail:
Pierce County Library System
Attention Petra McBride, Manager of Executive Office Administration
3005 112th Street East
Tacoma, WA 98446-2215
Sealed Submission for: Community Engagement Consultation
d) Date of Submission:
Email submission (preferred) can be submitted to: PMcBride@piercecountylibrary.org,
no later than November 2, 2026, 5:00 PM.
Sealed submissions must be delivered to the Pierce County Library System at 3005 112th
Street East, Tacoma WA 98446-2215, November 2, 2026, 5:00 PM.
Submissions or modifications to submissions received after this time will be deemed late and
not considered for award and returned unopened afterwards.
e) Signatures: A corporate official who has been authorized to make such commitments must
sign the response. The lack of a properly submitted and signed Declaration Page may be
sufficient cause for rejection.
f) Withdrawal or Modifications of Submissions: Submitters may, without prejudice to itself,
modify or withdraw its submission by written request, provided that the submission and any
request is received by the Library prior to the date of submission above. Following the
withdrawal of its submission, the submitter may deliver a new submission provided it is
received by the Library at the address and by the date in d) above.
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g) Rejection of Submissions: The Library reserves the right to reject any and all submissions
without penalty. Any and all submissions may be rejected for cause.
h) Submission Procedures and Forms: All submitters must comply with the specifications and
requirements provided herein. To be considered, submissions must be signed. Submitters may
only submit one response for consideration. Submitters may submit additional information
with their responses as desired.
i) Submission Opening: All responses will be opened on November 3, 2026. The Library will
not be conducting interviews.
j) Award: The contract shall be awarded to the most responsive, responsible submitter who best
meets the Library's needs. Only one award will be made. Awarded vendor will be responsible
for all aspects of the specifications. The Library reserves the right to waive informalities or
irregularities and deviations from the RFQ, and to be the final judge as to which bid shall be
accepted by the Library. Award is anticipated to be November 4, 2026, with Board approval
occurring on November 12, 2026.
k) Public Disclosure of Awarded Submission: All submissions will be treated with
confidentiality prior to award. After award of the submission, the submission will fall under
the requirement by Washington State law (chapter 42.56 RCW) that obligates the Library to
make the document available for public inspection, if requested.
l) Final inspection upon Award: Submitters will verify submission on all existing conditions.
m) Contract Administrator: The administrator of a subsequent contract will be Connie Behe,
Deputy Director.
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PART 4: COMPANY INFORMATION
Please provide information as follows, using this form or an attachment, referencing answers to
each item below. Provide attachments as appropriate.
Tell us about your team:
* Professional biography for staff that will be assigned to the project, including training
and/or experience applicable to this project.
* Proposed staff roles and estimated time to be spent on the project. Identify the principal in
charge, project managers.
* Work to be performed by sub-consultants, and their qualifications.
Tell us about your experience:
* Your company's qualifications, credentials, experience, and resources in strategic planning
and staff and community engagement for modern public institution, preferably public
libraries or entities that provide community services.
* Deliverables from recent projects with similar agencies.
Tell us about your process:
* The methodology you anticipate using in conducting this project.
* Familiarity or experience with Pierce County communities and how you will learn more
about them.
* Timeline resulting in completion of project no later than December 31, 2027.
* How you prefer to work with a client and how you ensure you are meeting your client's
needs.
Budget for Project
The budget for this project is in the range of $100,000 and $130,000.
Cost for this project is a factor, but not a determining factor. The final cost will be negotiated after
the notice of intent to award is issued, and a final budget will be created accordingly.
Please itemize as best as possible a pricing schedule, if available. If applicable, include hourly
rates for all proposed members assigned to this project and any fixed costs, such as hourly or daily
rates for activities associated with conducting a community engagement process. If there is a
uniform fixed cost for the entire project, please identify the typical efforts of the staff assigned to
the project so that the Library can estimate value.
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PART 5: STATEMENT OF PIERCE COUNTY LIBRARY SYSTEM
RESPONSIBILITIES
Submitters must provide a comprehensive statement identifying the exact tasks, and other needs
that are the responsibility of the Library as a part of the contract. Any items not included in this
statement will become the responsibility of the awarded Consultant. This includes cost,
coordination, and labor required to complete all work associated with the contract as defined in
this RFQ.
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PART 6: REFERENCES
References: List the names and addresses of three (3) clients, for whom the submitter has provided
similar services. Include dates, contact persons, and telephone numbers. Should any reference
submitted by the submitter be found unsatisfactory, the Library, as its sole option, may reject that
submitter's offer. The Library shall be the sole judge in determining a satisfactory or unsatisfactory
reference response. References must be submitted with the response.
Company: Address:
Contact:
Phone:
Projects & Services provided:
Principal in Charge:
Company: Address:
Contact:
Phone:
Projects & Services provided:
Principal in Charge:
Company: Address:
Contact:
Phone:
Projects & Services provided:
Principal in Charge:
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PART 7: SCOPE OF WORK
In late 2025, the Library adopted its new strategic plan and began its implementation. Information
about the strategic plan can be found here: PCLS 2025-2029 Strategic Plan. To support the
strategic plan, the Library is interested in engaging with a qualified consultant to achieve certain
objectives as follows.
Objectives-Support strategic plan goals:
* Develop department capacity and skills to support ongoing art-based, participatory
community engagement.
* Develop community engagement plans that include art-based, participatory engagement.
* Establish new arts-based participatory engagement practices in support of PCLS's strategic
plan.
* Develop toolkit with documentation and tangible items that can be used well into the future.
The Library's desire is to retain a consultant who can become significantly knowledgeable about
the strategic plan, conduct a process that assesses the Library's readiness for certain plan tasks,
and help us with laying the foundation of organizational culture changes using participatory and
futures thinking techniques required to address complex community needs.
Qualifications that the Library is looking for include:
* Proven track record, preferably in the region, and with libraries or similar public
institutions that serve large and diverse communities.
* An ability to accurately and quickly assess and understand client communities, client
aptitudes, and the gaps that need to be closed.
* Bringing skills and methods that help instill a people-first narrative into project
participants.
* Applying professional grade project management skills to ensure that the project has the
correct scope and objectives, a manageable timeline, and achieves milestones and goals at
the project end.
* Demonstrated expertise in developing organizational capacity to deliver art and futures-
based community engagement programs, events, and plans.
Deliverables:
* Plan to develop department capacity and skills to support ongoing art-based, participatory
community engagement
* Development and implementation of engagement plan that includes art-based and futures
thinking participatory community engagement
* Toolkit with documentation and tangible items that can be used repeatedly into the future.
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PART 8: EVALUATION PROCESS
An evaluation committee will evaluate the merit of proposals including qualifications, capability
to perform the work, references, pricing structure and total cost, proposed schedule, process,
methods, previous experience with libraries or public agencies relevant to this project, and ability
to comply with the requirements of this RFQ.
Each proposal submitted stands alone and will be evaluated on its own merits for meeting the
Library's requirements, terms and conditions, pricing, and overall responsiveness to this RFQ. The
evaluation committee may conduct discussions with any Consultant that submits an acceptable or
potentially acceptable proposal. Consultants shall be accorded fair and equal treatment with respect
to any opportunity for discussion and revision of proposals. During the course of the discussions,
the evaluation committee shall not disclose any information derived from one proposal to any other
Consultant. The evaluation committee reserves the right to request the Consultant provide
additional information during this process.
Failure of the Consultant to provide any information requested in the RFQ may result in
disqualification of the proposal and shall be the responsibility of the Consultant
Should contract negotiations fail to end with a contract, the Library reserves the right to consider
the next best responsive, responsible submission, or to reissue the RFQ.
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PART 9: CONTRACT TERMS AND CONDITIONS
a) Non-Assignment: The Consultant may not assign any rights or any duties under this contract
without the Library's prior written consent. Such consent must be in writing and received no
less than thirty (30) days prior to the date of any proposed assignment and/or delegation.
b) Supervision: The Consultant shall supervise and direct the work in relation to this contract
using the Consultant's best skill and attention. The Consultant shall be solely responsible for
and have control over the means, methods, techniques, sequences and procedures, and for
coordinating portions applicable to this contract. The Consultant shall enforce strict discipline
and good order among the Consultant's employees and other persons carrying out work in
accordance to this contract. The Consultant shall not permit employment of unfit persons or
persons not skilled in tasks assigned to them, according to the specifications contained herein.
c) Non-Discrimination and Workplace Safety: The Consultant agrees to abide by all federal,
state, and local laws, rules and regulations prohibiting discrimination in employment and the
controlling of workplace safety. The Consultant shall provide personal protective equipment
as required by law. Any violations of applicable laws, rules or regulations may result in
termination of this Contract.
d) Environmental Protection: The Consultant shall abide by all federal, state, and local laws
regarding the protection of the environment. The Consultant shall also be responsible for
reporting such violations as pertain to this work to the Library and other applicable agencies
upon discovery of such in a timely manner. Any violations of applicable laws, rules or
regulations may result in termination of this Contract.
e) Severability: The invalidity or unenforceability of any provision if any resultant contract shall
not affect the other provisions hereof, and the contract shall be construed in all respects as if
such invalid or unenforceable provisions were omitted.
f) Indemnification and Hold Harmless: The Consultant shall protect, defend, indemnify, and
hold the Library, its agents, employees, officials harmless from, and shall process and defend
at its own expense any and all claims, demands, suits, penalties, losses, damages, or costs of
any kind whatsoever (hereinafter "claims") brought against the Library arising out of or
incident to the execution of, performance of, or failure to perform this contract; PROVIDED,
however, that if such claims are caused by or the result from the concurrent negligence of the
consultant, its agents, employees, an/ or officers and the Library, its agents, employees, and/
or officers, this paragraph shall be valid and enforceable only to the extent of negligence of the
consultant, its agents, employees, and/ or officers; and PROVIDED/FURTHER that nothing
in this paragraph shall require the consultant to indemnify, hold harmless, or defend the
Library, its agents, employees, and/ or other officers from any claims caused by or resulting
from the sole negligence of the Library, its agents, employees, and/ or officers. The
consultant's obligation under this paragraph shall include indemnification for made by the
consultant's own employees or agents. For this purpose, the consultant, by mutual negotiation,
hereby waives, with respect to the Library only, any immunity that would otherwise be
available against such claims under the Industrial Insurance provisions of title 51 RCW. In the
event the Library incurs any judgment, award, and or cost arising there from including
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