2023-054 RFP Kitsap County Law Librarian

Agency:	Kitsap County
State:	Washington
Type of Government:	State & Local
Posted Date:	Nov 7, 2023
Due Date:	Nov 27, 2023
Solicitation No:	2023-054
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

REQUEST FOR PROPOSALS

KITSAP COUNTY

2023-054

CONTRACT LAW LIBRARIAN

Posted: (Tuesday, November 7, 2023)

Proposal Response Deadline:

(Monday, November 27, 2023, 2:00pm Pacific Time)

Kitsap County Law Librarian

Page 1 of 16

2023-054 RFP

Contract Law Librarian

1. PROJECT INTRODUCTION

Kitsap County is seeking proposals from qualified Offerors (“Offeror”) to serve as the

executive and administrative officer of the County Law Library on behalf of the Kitsap

County Board of Law Library Trustees (“Board”). Under the Board’s review and

direction, the law librarian shall be responsible for the proper management and

supervision of staff, for the care of library property, for an adequate and proper selection

of materials in keeping with the Board’s policy, for the efficiency of library service(s),

and for the financial operation of the library within budgetary and resource limitations.

2. BACKGROUND

Kitsap County has established a County Law Library as prescribed by RCW 27.24.010.

The Law Library is directly governed by a five-member Board of Trustees chaired by a

Superior Court judge, a representative of the Kitsap Board of County Commissioners,

and the Kitsap County Bar Association. (RCW 27.24.020). This solicitation for a

contract Law Librarian is conducted in exercise of the prescribed powers of the Board of

Trustees under RCW 27.24.030(3). The Board of Trustees operates pursuant to statute

and according to a set of operational Bylaws adopted October 25, 2018. (See

Attachment A).

The Law Library currently exists on the first floor of the Kitsap County Courthouse

located at 614 Division Street, Port Orchard, Washington. It is open to the public every

non-holiday weekday between the hours of 8:00 a.m. and 4:30 p.m. The Law Librarian

and all patrons are expected to abide by all protocols, regulations, and/or court security

directives adopted for the Courthouse.

3. SCOPE OF WORK

Historically, the Law Librarian has provided executive and administrative services under

the general direction of the Board of Trustees for a minimum of twenty (20) hours and a

maximum of twenty-five (25) hours per month.

Under this arrangement, the Law Librarian has appointed, trained, supervised, and

periodically evaluated a library clerk/assistant for forty (40) hour per week. Any library

clerk/assistant subcontracted to provide library services shall first be approved by the

Board of Trustees. The library clerk/assistant shall be subcontracted by the Law

Librarian and is not a Kitsap County employee.

In recent years, the contracted law librarian has combined the executive and

administrative services function with the library clerk/assistant function so that all

responsibilities have been provided by one incumbent. Offerors should be prepared to

describe which service model (one person/two person) they are proposing to

implement.

The Law Librarian is responsible for receiving, reviewing, verifying and timely submitting

to Superior Court Administration all law library invoices in accordance with the policies

Kitsap County Law Librarian

Page 2 of 16

and accounts payable protocols set forth by the County Auditor’s Office. Invoices (e.g.,

law books and other materials) shall be promptly processed and presented within thirty

(30) days of receipt.

The Law Librarian is responsible for managing regular library operations, including

ordering books and supplies, updating/renewing online subscriptions, and ensuring the

orderly maintenance of the law library. The Law Librarian shall ensure that the law

library operates in compliance with any standards set forth by the Washington

Association of County Law Libraries to the extent possible. The Law Librarian shall

ensure that the library maintains regular operating hours on all judicial days and during

hours in which the County Courthouse is otherwise open for public business. Library

hours shall be adjusted in accordance with emergency building closures and/or delayed

County operations.

The Law Librarian is responsible for preparing and presenting the law library’s annual

budget in consultation with the Board of Trustees and in accordance with processes and

schedules established by the County Department of Administrative Services (DAS)

Budget Office. A draft budget shall be presented to the Board of Trustees within thirty

(30) days of timely submittal to the DAS Budget Office. The Librarian shall monitor the

annual budget throughout the year in consultation with the DAS Budget Office and

timely alert the Board regarding any unexpected challenges or resource needs.

The Law Librarian is responsible for maintaining all public records in accordance with

the Washington Public Records Act and ensuring that all library clerks/assistants and

subcontractors comply with public records laws set forth in applicable statutes.

The Law Librarian is responsible for maintaining, procuring, updating and/or installing

available public computers and information technology equipment with the assistance of

the Information Systems (IS) Department and in compliance with all relevant Kitsap

County Information Systems policies.

The Law Librarian serves as the Secretary for the Law Library Board of Trustees

meetings, including issuing and posting notices of all regular and special meetings in

accordance with Washington’s Public Meeting laws, preparing and distributing agenda

items, keeping appropriate written records of meetings, and fulfilling any additional

duties assigned by the Board or Board Chair, or as directed by the Board’s Bylaws.

Copies of all notices shall be provided to the Board Chair and the County Administrator.

The Law Library will be responsible for drafting a preliminary annual report on behalf of

the Board of Trustees for presentation to the Kitsap Board of County Commissioners on

or before the first Monday in September of each year. The report shall include a full

statement of all property received and how used, the number of books and other

publications on hand, the number added by purchase, gift or otherwise during the

preceding year, the number lost or missing, the number of people who use the library

and take advantage of available law library materials and services, and such other

information as may be of public interest, together with a financial report showing all

receipts and disbursements of money. A preliminary draft shall be prepared and

circulated among the Board’s Trustees with sufficient time for review and discussion at

a regular scheduled meeting prior to yearly presentation deadlines.

Kitsap County Law Librarian

Page 3 of 16

4. Procurement Schedule

The Procurement Schedule outlines the tentative schedule for important action dates and times.

All dates after the proposal submission due date are approximate and may be adjusted as

conditions indicate, without amending this document. It is the Responder’s sole responsibility to

periodically check the County’s website for amendments to this document.

Procurement Schedule- Figure 1

Item

Action

Kitsap County Issues Request for Proposals

Responder must submit Proposal by 2:00 p.m.

Pacific Time

Kitsap County evaluation of Proposals

Announce successful Proposal

Date

November 7, 2023,

November 27, 2023

November 28, 2023

On or about

November 30, 2023

5. Submission of Proposals

The Letter of Intent and proposals must be prepared and submitted no later than the

submission date and time specified in the Procurement Schedule. The Proposal is to

be sent to the Procurement Coordinator either by mail, email (preferred) or hand/mail

delivered.

Responders should allow sufficient time to ensure timely receipt by the Procurement

Coordinator. Responders assume the risk for the method of delivery and for any delay

in the delivery of the Proposal. Kitsap County will disqualify any Proposal and withdraw

it from consideration if it is received after the proposal submission due date and time.

All responses and any accompanying documentation and material become the

property of Kitsap County and will not be returned.

If mailed, two (2) copies of the proposal must be submitted with the Request for

Proposal (RFP) number and the name and address of the respondent clearly

stated on the outside of the envelope.

Please submit proposal documents to the Kitsap County Purchasing Office at:

By Mail

Glen McNeil

Kitsap County Department of

Administrative Services

Kitsap County Law Librarian

Express, Courier, or Hand delivery

Glen McNeil

Kitsap County Department of Administrative

Services

Page 4 of 16

Purchasing Office

614 Division Street MS‐7

Port Orchard, WA 98366

Purchasing Office – Fourth Floor

619 Division Street

Port Orchard, WA 98366

By email: Attention Glen McNeil at Purchasing@co.kitsap.wa.us (Preferred)

QUALIFICATIONS

The Offeror must possess, at a minimum, an Associate degree in Library Science or a

related field. The Offeror shall also have a minimum of three (3) years’ experience

working in a law library or in a position requiring advanced legal research skills,

including hardcopy legal materials as well as online legal research tools such as

Westlaw, Lexis, CaseMaker, or others. The Offeror should be able to demonstrate

proficiency in responding to reference questions and fulfilling requests for legal

information with professional limitations which prohibit providing legal advice.

6. COMPENSATION

Payment is not to exceed fifty-four thousand dollars ($54,000) under this Contract. This

includes twelve thousand dollars ($12,000), billable in twelve (12) monthly installments

of one thousand dollars ($1,000) for law library administrative services; and, forty-two

thousand dollars ($42,000), billable in twelve (12) monthly installments of three-

thousand, five hundred dollars ($3,500) for law library clerical services, inclusive of

wages, payroll taxes, Industrial Insurance and Employment Security premiums.

Offerors may propose an alternate breakdown of the monthly and/or functional

breakdown of compensation terms set forth above provided it does not exceed the total

appropriation of $54,000.

Any increases in compensation beyond that which is set forth above will be dependent

on revenues specifically generated to support the Law Library and conditioned upon the

express approval of the Law Library Board of Trustees and the Kitsap County

Commissioners.

7. PROPOSAL (SUBMITTAL) REQUIREMENTS

To ensure that all information provided is properly evaluated, please organize and label

proposals in the structure provided below (6A, 6B, 6C, etc.).

Proposals (submittals) shall include, at a minimum, the following:

A. Experience with Similar Projects: Describe your experience providing

coordination and support services in a library or law library environment.

Your description should include a brief description of the scope of work in

the context of the scope of work intended by this RFP, including but not

limited to library client services, provision of legal research assistance, and

monthly and annual fiscal management of discrete programs or

organizations.

Kitsap County Law Librarian

Page 5 of 16

2023-054 RFP Kitsap County Law Librarian

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also