RFP for Library Strategic Facility Plan

Request for Proposals (RFP) for
Library Strategic Facility Plan
RFP release date: April 22, 2026
Submission due date: May 22, 2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.washingtoncountymn.gov
Washington County is an equal opportunity organization and employer

Table of Contents
1. Introduction ....................................................................................................................................................... 3
1.1. Background Information ................................................................................................................................ 3
1.2. County Authorized Representative ................................................................................................................ 4
1.3. Schedule ......................................................................................................................................................... 4
2. Scope of Work and Deliverables ........................................................................................................................ 4
2.1 Scope of Work ................................................................................................................................................ 4
2.1.1 Project Management and Coordination .................................................................................................... 4
2.1.2 Development of Accessibility Standards and Inventory of Existing Facilities ............................................ 4
2.1.3 Demographic and Trend Analysis .............................................................................................................. 5
2.1.4 Stakeholder Engagement ........................................................................................................................... 5
2.1.5 Washington County Library Vision for Service Delivery ............................................................................ 5
2.1.6 Gap Analysis ............................................................................................................................................... 6
2.1.7 Recommendations ..................................................................................................................................... 6
2.1.8 Final Report & Supporting Materials ......................................................................................................... 6
2.1.9 Additional Tasks ......................................................................................................................................... 6
2.2 Deliverables ..................................................................................................................................................... 6
3. Proposal Content ............................................................................................................................................... 7
3.1. Cover Letter ................................................................................................................................................... 7
3.2. Qualifications and Experience ....................................................................................................................... 7
3.3. Project Understanding and Approach ........................................................................................................... 7
3.4. Project Work Plan and Budget ....................................................................................................................... 7
3.5. References ..................................................................................................................................................... 7
3.6. Appendix A - County's Standard Terms and Conditions ............................................................................... 7
3.7. Conflict of Interest ......................................................................................................................................... 8
4. Proposal Submittal ............................................................................................................................................. 8
5. Proposal Evaluation and Selection ..................................................................................................................... 9
5.1. Evaluation Committee ................................................................................................................................... 9
5.2. Evaluation Criteria ......................................................................................................................................... 9
5.3. Interview/Presentation .................................................................................................................................. 9
5.4. Final Selection ................................................................................................................................................ 9
5.5. Conditions of this RFP .................................................................................................................................... 9
6. Proposal Questions .......................................................................................................................................... 10
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Washington County Library Strategic Facility Plan
1. Introduction
Washington County is soliciting proposals from qualified firms to develop a comprehensive Library Strategic
Facility Plan. The Library Strategic Facility Plan will help guide Washington County decision-making and
investment over the next fifteen years related to the condition of current library buildings, built
environment needs within libraries, and equitable access to library services in alignment with countywide
goals. The plan will identify library facilities in need of remodeling, expansion, or replacement and show
geographical and population-based gaps in library locations throughout the county.
Washington County Public Works (Planning and Building Services Divisions) will manage the project and
closely collaborate with Library leadership.
1.1. Background Information
Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,
including longtime residents, young professionals and families, and new immigrant communities. Over the
last 20 years, Washington County has experienced rapid growth from a rural, farming community to an
expanding urban area. Today, the County serves an area of 423 square miles, with an estimated population
of 262,748 which is expected to grow to 340,000 by 2040.
Washington County adopted its 2024-2029 Countywide Strategic Plan in 2024. One of the priorities set forth
in this plan is "Strong and Sustainable Environment," with the goal of enhancing and maintaining
investments in the built and natural environment to encourage growth, accessibility, and resilient
communities. Specific to the Library, the plan called for the completion of library renovations at Park Grove
Library and R.H. Stafford Library, and an audit of all Library spaces to ensure they are welcoming and
accommodating. Today, Washington County Library proudly serves county residents at seven branch
locations, a Law Library in the Washington County Government Center, three Library Express locker
locations, and a popular digital branch for online services and support.
Washington County Library launched its 2024-2028 Library Strategic Plan following a comprehensive two-
year engagement process that included nearly 8,000 community survey responses, focus groups, and
targeted outreach to historically underserved populations. The strategic plan established four priorities:
evaluating and improving library service delivery; strengthening organizational culture and operational
effectiveness; enhancing physical spaces and technology infrastructure; and expanding the reach of the
library. Community engagement revealed strong support for library spaces and facilities, while also
identifying challenges related to space limitations and accommodating diverse user needs. Building on the
strategic plan's emphasis on equitable service delivery and welcoming spaces, the forthcoming Library
Strategic Facility Plan will translate these priorities into a physical infrastructure roadmap, guiding decisions
about service delivery models and facility investments to ensure all Washington County residents have
equitable access to library services.
At the time of this RFP release, Washington County's Park Grove Library is under construction and expected
to reopen in early 2027. A major improvement project at Washington County's most visited library, R. H.
Stafford Library, will immediately follow. Both projects are conducting stakeholder engagement to inform
design decisions. The Consultant selected for the Library Strategic Facility Plan should be mindful of this
concurrent planning effort and develop a stakeholder engagement strategy that complements rather than
duplicates these efforts.
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1.2. County Authorized Representative
The County Authorized Representative for this RFP is:
Andrea Rehm, Planner II
andrea.rehm@washingtoncountymn.gov
1.3. Schedule
Washington County anticipates the following schedule:
Schedule Due Date
RFP Release Date April 22, 2026
Questions Due May 8, 2026
Addendum Release Date May 11, 2026
Proposals Due May 22, 2026
Consultant Interviews (if needed) Week of June 1, 2026
Consultant Selection Week of June 9, 2026
Board Approval Tentatively June 23, 2026
2. Scope of Work and Deliverables
The successful Consultant will have the ability to perform all functions described in this document to
develop a Library Facility Strategic Plan. Consultants are also encouraged to highlight any services for which
they possess particularly notable qualifications.
2.1 Scope of Work
2.1.1 Project Management and Coordination
* Provide progress updates at bi-weekly check-ins with the County project manager
* Prepare materials for, attend, and facilitate or otherwise provide support for meetings with
internal, cross-departmental stakeholders
2.1.2 Development of Accessibility Standards and Inventory of Existing Facilities
The Consultant will facilitate the development of accessibility standards for Washington County Library
Facilities, then conduct an assessment of all existing facilities, including evaluation of building conditions
and accessibility, as well as current space utilization and capacity.
* In collaboration with Library leadership and Public Works staff, facilitate the development of
accessibility standards for libraries that are modern, safe, and inviting for all.
The standards should consider "radical accessibility," or the commitment to making
o
essential resources, information, and opportunities universally available without
significant barriers. This concept should push beyond standard compliance to address
deep-seated structural inequalities that limit participation and benefit. Areas of focus
may include physical accessibility & mobility, sensory & neurodiversity, age inclusivity,
cultural & religious inclusion, family & caregiver considerations, and diverse language
inclusivity.
* Utilize County's Facility Condition Index, site tours, and other means of assessment as deemed
necessary to evaluate building conditions
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* Assess existing spaces based on the developed accessibility standards for libraries and document
findings
* Document current space utilization and capacity in existing facilities
2.1.3 Demographic and Trend Analysis
The Consultant will analyze demographic data and trends relevant to library service planning, including
population growth projections, shifting community needs, and emerging patterns in library usage.
* Collect and analyze current demographic data for Washington County and its communities
* Develop population growth projections for the planning horizon
* Analyze library usage patterns and trends across existing facilities
* Identify emerging community needs and shifts in service demand
* Benchmark against comparable library systems and industry best practices
2.1.4 Stakeholder Engagement
The County is seeking a consultant with experience designing and conducting outreach to agency partners
and the public. The Consultant will design and help facilitate a stakeholder engagement process to gather
input from elected and appointed officials, community members, library staff, and other relevant
stakeholders. The engagement process should build upon and complement recent Library stakeholder
engagement.
* Review stakeholder engagement conducted for 2024-2028 Library Strategic Plan, Park Grove
Library Improvement Project, and R.H. Stafford Library Improvement Project
* Design a comprehensive stakeholder engagement plan for County review and approval.
Engagement strategies may include work sessions, focus groups/listening sessions, surveys and
similar. To inform the proposal work plan and budget, the Consultant should anticipate
preparing materials for, facilitating, or otherwise supporting the following meetings/activities:
Review past / concurrent engagement
o
5x workshop style meetings with various groups of elected or appointed officials
o
Conduct a Library staff survey or similar
o
4-5x workshop style meetings with various internal staff
o
In a separate contract, the County will leverage its Trusted Messenger Program to
o
conduct focus groups with members of the public. The consultant's task will be to
incorporate Trusted Messengers' engagement findings and assist with materials
preparation as needed.
2.1.5 Washington County Library Vision for Service Delivery
Working collaboratively with Library leadership and the Public Works team, the Consultant will help define
a service delivery vision for Washington County Library.
* Explore and present service delivery model options, including regional library structures,
smaller-scale libraries distributed across more communities, and co-location of library services
with other County services
* Facilitate working sessions with library leadership and other County staff to reach a service
delivery model recommendation aligned with countywide goals and supported by the Library
Board
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Washington County Library Strategic Facility Plan
2.1.6 Gap Analysis
Based on the defined service delivery vision, the Consultant will conduct a gap analysis identifying
deficiencies in existing facilities, as well as geographical and population-based gaps in library service
coverage.
* Assess deficiencies in existing facilities
* Identify and map geographical and population-based gaps in library service coverage
2.1.6 Recommendations
The Consultant will provide prioritized recommendations for library facility investments, including
identification of facilities in need of remodeling, expansion, or replacement, and potential search areas for
new or consolidated services.
* Identify facilities in need of remodeling, expansion, or replacement
* Identify potential search areas for new library facilities or consolidated services
* Develop prioritized recommendations for library facility investments
* Develop a strategy or framework to guide future investment decisions beyond the completion of
prioritized recommendations
2.1.7 Final Report & Supporting Materials
The Consultant will provide a final report which compiles all analyses, findings, recommendations, and
supporting materials. The County will review 75% and 90% drafts of the final report. The Consultant will
also create a presentation and executive summary to be used in the adoption process.
2.1.8 Additional Tasks
The Consultant is encouraged to include and describe any additional tasks not mentioned within the RFP
that will enhance the study.
2.2 Deliverables
The Consultant will provide the following deliverables to Washington County:
* Stakeholder Engagement Plan and materials needed to conduct engagement
* Final Report, including the following sections:
1. Development of Accessibility Standards and Inventory of Existing Facilities
2. Demographic and Trend Analysis
3. Stakeholder Engagement Summary
4. Washington County Library Vision for Service Delivery
5. Gap Analysis
6. Recommendations
* Presentation Materials - Materials suitable for presenting the plan to the County Board, Library Board,
and other stakeholders, including executive summary and visual aids.
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3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
3.1. Cover Letter
Introduce the Consultant submitting the proposal and state the Consultant's understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the proposal.
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the services and
meet the requirements of this RFP.
3.3. Project Understanding and Approach
Illustrate your understanding of the project and outline your approach to deliver this type of work.
3.4. Project Work Plan and Budget
Note that Washington County has budgeted an amount not to exceed $180,000 for this scope of work.
Provide a work plan table/timeline showing a proposed schedule breakdown of the project by phases and
tasks. This should directly reflect the information provided in the Project Approach. Provide a detailed fee
spreadsheet, including the following information:
* Budget for the specific task and subtask
* Specific staff to be involved in phase/task
* Roles and responsibilities
* Anticipated time commitment (hours per task)
* Billable rates
* Total fee proposal, including your firm's 'not to exceed' fee.
* If applicable, the quoted fee shall include estimated reimbursable fees, including all
expenses associated with mailings and publications. The quoted fee shall also include sales
tax, if applicable.
* A 7% contingency shall be included in the proposed budget.
* Included a per-meeting cost for any proposed additional meetings (example cost for focus
group, open house, etc.).
3.5. References
Provide three references for organizations currently utilizing your services that are similar in size and with
similar needs as Washington County. Include agency name, contact name, email address, phone number,
and a brief description of the services you provide. Consultants may choose to include project examples in
this section as well.
3.6. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A as the Consultant to whom the contract is awarded shall be required to comply
with the terms and conditions contained therein.
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3.7. Conflict of Interest
The Consultant must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive proposals. The Consultant
agrees that, should any conflict or potential conflict of interest become known, it will immediately notify the
County of the conflict or potential conflict, and will advise the County whether it will or will not resign from
the other engagement or representation. Unless waived by the County, a conflict or potential conflict may,
in the County's discretion, require withdrawal or rejection of the Consultant's proposal.
4. Proposal Submittal
Proposals will be limited to no more than eight (8) pages in length, excluding a cover sheet, a cover letter,
table of contents, and appendices. The proposal must be combined as one document and the font shall be
no smaller than 11-point. All proposals must include Proposal Content set forth in Section 3 and be sent
electronically to the County Authorized Representative:
Andrea Rehm, Planner II
Andrea.Rehm@washingtoncountymn.gov
Copy on submittal:
Emma Verkuilen, Emma.Verkuilen@washingtoncountymn.gov
Consultants must submit to the e-mail addresses above with a subject line clearly marked as "Washington
County Library Strategic Facility Plan Proposal" no later than 4:00pm CST on May 22, 2026. Late submittals
will not be considered.
All proposals, once submitted, become the property of the County. They will not be returned to the
Consultant. Submission of a proposal indicates acceptance by the Consultant of the conditions contained in
this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract
between the County and the selected Consultant.
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5. Proposal Evaluation and Selection
The County will evaluate the information the Consultant provides in response to this RFP. Step one will
consist of a review to determine which proposals comply with all mandatory submission requirements. Non-
compliant proposals will, subject to the express and implied rights of the County, be disqualified and not
evaluated further. Step two will consist of scoring each compliant response based on the evaluation criteria
below.
5.1. Evaluation Committee
The evaluation committee consists of representatives of Washington County.
5.2. Evaluation Criteria
The criteria and assigned weight on which proposals will be evaluated are:
Evaluation Criteria Points
The proposal includes all requested content and adheres to the 10
prescribed document organization. The content has been
reviewed and is free of distracting spelling, punctuation, and
grammatical errors.
The proposal team's qualifications and experience are well 30
suited to the project. The resources necessary to perform the
work are available within the specified project schedule.
The Project Approach is descriptive and specific in conveying the 25
consultant's analysis process. It effectively articulates how the
proposed process will produce a plan that is comprehensive,
strategic, and pragmatic.
The Project Work Plan and Budget is reasonable, reflective of 25
project needs, and presented as requested in the RFP.
Input from provided professional references 10
Total 100
5.3. Interview/Presentation
During the evaluation process, the evaluation committee may at its discretion request Consultants for an
interview or to provide a presentation to the evaluation committee. Not all Consultants may be selected for
interviews/presentations.
5.4. Final Selection
The Consultant with the highest evaluated score will be selected. It is anticipated but not guaranteed that
the selection of a Consultant will be completed the week of June 9, 2026. Following notification of the
selected Consultant, it is expected a contract will be executed between both parties after Board Approval.
5.5. Conditions of this RFP
* This RFP process does not obligate the County to award a contract or complete the services.
* The County reserves the right to waive any minor irregularities.
* The County reserves the right to reject any or all proposals.
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* The County reserves the right to request additional information or clarifications from Consultants.
* The County reserves the right to interview any, all, or none of the Consultants.
* The County reserves the right to enter into a contract with more than one Consultant.
* If the RFP process concludes by withdrawal, cancellation or rejection of all proposals, the County
reserves the right to issue another RFP for this service.
* The County shall not be liable for any expenses incurred by the Consultant including but not limited
to expenses associated with the preparation and submission of the proposal.
* Proposals submitted become a matter of public record. All data collected, created, received,
maintained, or disseminated for any purposes by the activities of the Consultant because of this RFP
is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as
amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as
Federal Regulations on data privacy.
6. Proposal Questions
To notify the County of any inconsistency or ambiguity in this RFP and for all questions pertaining to this
RFP, all questions and notifications must be sent via e-mail by 4:00pm CST on May 8, 2026 to the County
Authorized Representative:
Andrea Rehm, Planner II
Andrea.rehm@washingtoncountymn.gov
Copy on question submittal:
Emma Verkuilen, Emma.Verkuilen@washingtoncountymn.gov
Only written questions and notifications will receive responses. Washington County reserves the right to
disregard questions received after 4:00pm CST on May 8, 2026. An addendum will be issued through the
same communication medium as this RFP was originally distributed no later than after 5:00pm CST on May
12, 2026.
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