Kurth Memorial Library Lufkin, Texas. Request for Proposal. Consultant Services Strategic Planning

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1 Kurth Memorial Library Lufkin, Texas Request for Proposal Consultant Services Strategic Planning Submission Date/Time: Friday, June 3, :00 Noon CST Lorraine Simoneau Library Director Kurth Memorial Library 706 S. Raguet Street Lufkin, Texas 75901

2 May 5, 2016 Dear Prospective Respondent: Kurth Memorial Library is pleased to invite you to submit a proposal for Strategic Planning consulting services. This project will include an assessment of community needs, current operations, various infrastructure, comparative data, as well as creation of a vision statement, evaluation of the organization s mission statement and the development of a strategic planning document. If you need additional information, please submit your questions in writing to the Library by 12:00 noon CST on Friday, May 27, 2016, either by fax to the attention of Lorraine Simoneau, Library Director, at or by to lsimoneau@cityoflufkin.com. RFP Closing: Friday, June 3, 2016 at noon CST Kurth Memorial Library, Office of the Director 706 S. Raguet Street, Lufkin, Texas The proposals will be reviewed and evaluated based on the criteria listed in this RFP. Please note the specific instructions for your proposal in the Proposal Requirements section below. We sincerely hope that you take the time to review the specifications and submit a proposal. Sincerely, Lorraine Simoneau Library Director

3 Overview Kurth Memorial Library seeks proposals from qualified individuals or consulting firms to prepare for and facilitate a strategic planning process. Library Background Public library services in Lufkin date back to 1924 when a group of ladies began the library with a collection of books housed in a former kindergarten classroom. In 1933 a new library was built on Cotton Square, where it remained until 2001 where it opened in its current location on South Raguet Street. In 2000, the library became a department of the City of Lufkin which joined governance of the library with the Kurth Library Board of Trustees. The City is responsible for staff salaries, utilities, building and grounds maintenance, and day-to-day operational costs. The Library Board is responsible for the purchase of all materials, equipment, furnishings and programming costs. In FY the City of Lufkin allocated a library budget of 650,000. The Library Board of Trustees provided funds totaling 213,857. An active Friends of the Library group hosted two used book sales and donated the proceeds of 15,000 for library use for several projects. The library s physical collections include juvenile, young adult and adult sections. In addition to fiction, non-fiction and biography collections, there are Spanish language, foreign language, western, large-print, CD, Playaway, DVD, kits, reference, test and magazine collections. A literacy kit collection targets educators and home schoolers. The library contains a special collection in the Ora McMullen Genealogy Room which includes state and local history, as well as genealogy records for several East Texas communities. This room contains about 14,000 volumes, 2,000 reels of microfilm, 25,000 microfiche, as well as maps, pictures and vertical files. The library has 5 catalog computers and 28 internet access computers for public use, including 8 for genealogy research and 6 for juvenile patrons. There are 3 game computers in the juvenile section, as well as a learning and play center. There are several study rooms and a public meeting room available. In FY library programming had 23,614 participants. Total circulation was 197,451. Patron assistance totaled 84,920 and in-house use of materials was 80,423 with 25% of that being public use of computers. The Family Summer Reading Program had 1,591 registered participants, who logged 20,456 hours of reading. Current library programming includes: weekly story time, bilingual programming, adult and senior programming, teen programming, family movie times, computer and technology classes, juvenile and senior outreach programs, a 10-week Family Summer Reading Program, as well as special community programming and events. Library holdings include more than 110,000 items, which include multiple formats both physical and digital.

4 Community Background Our growing and diverse community provides many opportunities for our future success. The population of Lufkin in 2010 was 35,067 and the population of Angelina County was 86,771. Both the city and county populations are expected to continue a modest growth path. Unemployment is typically below state and national averages and sales tax receipts continue to increase with retail development. Lufkin is the largest community between Houston (120 miles to the south) and Tyler (85 miles to the northwest) and serves a broad area with jobs, education, healthcare, entertainment, restaurants, and retail shopping. These combined services create a daytime population estimated at more than 100,000 and a service sector to support this size community. Lufkin is located at the intersection of two US Highways and two State Highways and is along the planned I69 corridor. Of the 33,286 people employed in the county, 30% are in the Education, Healthcare, and Social Assistance sector, 12% are in Manufacturing, 12% are Retail Trade, 8% are in Arts, Entertainment, Recreation, Accommodation, and Food Services, 6% are in Construction, 6% are in Professional and Management Services, 6% are in Other Services, 4% are in Agriculture and Forestry, 4% are in Transportation, Warehousing and Utilities, 4% are in Finance and Insurance, 4% are in Public Administration, with the balance of 4% in Wholesale Trade and Information categories. Of the people over 25 years of age in Angelina County, 76% are high school graduates or higher, and 16% have a bachelor s degree or higher. As in much of Texas, the county also has a growing Hispanic population which is measured at 20% of the population in the 2010 census. There are six public school districts in Angelina County, a charter school serving grades K-12, and two private schools which serve grades K-8. Angelina College is a community college with a consistent enrollment above 5,000 students. The Texas Bible College is located on the grounds of the Texas District United Pentecostal campus and campground.

5 Project Description Kurth Memorial Library seeks assistance in creating a strategic long range 5-year plan. The project will require the following work: 1. Conduct weekly status meetings in person or by telephone. 2. Provide written progress reports weekly. 3. Facilitate a SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis, or other relevant analysis, of the Library and its relationship to the community. a. Include strengths and weaknesses of current library operations, b. Comparative data from similar organizations, c. Conditions in the community that indicate a current or potential need, d. Conduct surveys of users, non-users, other community organizations and non-profits to determine community needs as they relate to public library services. Findings should include (but not be limited to): How current Library patrons use the Library, Why community members don t use the library, How well the Library is currently meeting the community s needs, and areas for improvement, Identify opportunities for branding, marketing, and community awareness. 4. An assessment of the Library s current infrastructure which would include (but not be limited to): a. Staffing, b. Financial health, c. Technology (Edge Assessment data provided by library), d. Services, e. Programming, f. Marketing. 5. Facilitate additional information gathering with library governing bodies, library administration, library staff, and other key stakeholders. Include various output measures, priorities and issues. 6. Lead library stakeholders through: a. the creation of a Vision Statement, b. the review and possible revision of the organization s Mission Statement, c. the development of strategic priorities/goals along with measurable objectives, d. the development of a specific plan that articulates the actions required to accomplish priorities and goals. 7. Develop a Strategic Plan document that adheres to the Library s mission, vision and values, and outlines goals and objectives for the Library. 8. Analyze organizational ability to implement the strategic plan that includes, but are not limited to, a financial analysis of implementing the strategic plan and a long range outlook. 9. Provide self-assessment methodology, including appropriate tools for ongoing milestone measurement, goal achievement, and future strategic planning.

6 Project Deliverables /Schedule Project deliverables will include: 1. Cover Page. 2. Executive Summary of the Strategic Planning Document, including but not limited to, summary and written analysis of all data from surveys, assessments and comparative data from similar organizations. 3. Written Analysis of projected trends identifying strengths, weaknesses, threats to the Library and opportunities for branding, marketing, and community awareness. Include written analysis of current and future infrastructure needs (including but not limited to): a. Staffing, b. Financial health, c. Technology, d. Services, e. Programming, f. Marketing, 4. A Strategic Plan document that adheres to the Library s mission, vision and values, and outlines goals and objectives, and articulates the actions required to accomplish priorities and goals, for the Library for the next 5 years. 5. A written analysis of the Library s ability to implement the strategic plan that includes a financial analysis of implementing the strategic plan, self-assessment methodologies and tools for future strategic planning. 6. Any additional deliverables deemed necessary to fulfill the requirements of the project. 7. Deliverables must be delivered to: Hard copy: Lorraine Simoneau, Library Director Kurth Memorial Library 706 S. Raguet Street Lufkin, Texas Electronic copy: lsimoneau@cityoflufkin.com Project Timeline Friday, May 27, 2016 Friday, June 3, 2016 Wednesday, June 8 Tuesday, June 14, 2016 Friday, June 17, 2016 Friday, July 1, 2016 Friday, January 6, 2017 Tuesday, January 24, 2017 Deadline for proposal questions Proposals due by 12:00 noon CST Final Interviews Contract awarded Project begins Presentation of completed project to LRPC Presentation of Strategic Plan results to Library Board of Trustees

7 Proposal Requirements In order to fully respond to this RFP, each proposal must include: 1. A cover letter providing a description of the respondent, including the name and address of the vendor submitting the proposal, and the name, address, telephone number and address of the person who will serve as the vendor s principal contact. 2. An executive summary of the proposal. 3. A summary of qualifications for the respondent which includes recent and relevant experience. Please include experience with similar work in public libraries. 4. A list of key personnel who would be associated with the proposal. For each person listed, include the relationship with the respondent, current job title and employment history with the respondent and the type and length of relevant experience. 5. A description of the process to be used to meet the requirements of the project. 6. A work plan that includes a description of the methodology, timeline, and estimate of the amount of time and cost for each component of the project. a. The timeline should demonstrate that the work will be completed within no more than 180 days of the execution of a signed contract. Alternate timelines may be considered with appropriate rationale as it applies to the gathering of information and Library Board deadlines. b. Pricing by phase and project component, including optional aspects of the proposal. Include all supplies, travel time, mileage and other costs associated with the project (i.e. telephone vs. mailer vs. online survey; survey vs. focus groups; etc.) Progress payments will be allowed over the term of work. c. Any optional alternates for gathering data, including the rationale for need, the desired benefit, and a description of the proposed instrument. 7. References of a minimum of three previous clients in the area of strategic planning and permission to contact them. For each reference, include the company name, company address, contact name, contact phone number, the type of work done, and the scope of the project. 8. The complete and signed Proposal Form included at the end of this RFP. 9. Six complete hard copies of the proposal and one electronic copy. Note: A proposal missing any component may be disqualified in the evaluation process. Rating Criteria The contract will be awarded to the respondent determined by Kurth Memorial Library to be in the best interest of the Library, and who best meets or exceeds the Library s criteria. The Library reserves the right to reject any or all proposals or to waive any details in proposals received whenever such rejection or waiver is in the best interests of the Library.

8 Kurth Memorial Library Proposal Form Request for Proposal: Strategic Planning Consulting Services Proposal Due: Friday, June 3, 2016, 12 noon CST Deliver to: Hard copies: Lorraine Simoneau, Library Director Kurth Memorial Library 706 S. Raguet Street Lufkin, Texas Electronic copy: The undersigned respondent, having examined the specifications and other documents, hereby agrees to supply the product as per the attached specifications and to provide the service or perform other work stipulated in, required by, and in accordance with the proposal documents attached for and in consideration of the proposed price, and certifies that it meets minimum bidder qualifications. Please submit: Six complete hard copies of your proposal and One complete electronic copy of your proposal To be considered, all proposals must be signed, include all forms and worksheets, and be received prior to the due date and time. Vendor Name: Address: Telephone: Fax: Principal Contact Name: Principal Contact

9 Kurth Memorial Library Proposal Form; page 2 Lump sum cost for basic proposal as recommended: Breakout of Phases and/or Components as recommended: Description Cost Optional alternate or additional components for Strategic Planning: Description Cost The undersigned, having examined the specifications, hereby agrees to supply the services and to perform other work stipulated in, required by, and in accordance with the proposal documents for and in consideration of the proposed price. The price quoted will remain firm for a minimum period of ninety days following the opening of the proposal. Authorized Representative Name: Title: Signature: Date: