Request for Proposals Strategic Planning Services Montgomery County Library & Information Network Consortium (MCLINC) Montgomery County Library & Information Network Consortium (MCLINC) seeks the professional services of a consultant to formulate a long-range plan for the consortium. The selected consultant will have experience in general library strategic planning and experience with technology planning. Interested consultants may obtain additional information from and submit proposals to: Maryam Phillips System Administrator MCLINC 301 Fayette Street, 2nd floor Conshohocken, PA 19428 Phone: 610-238-0580 Fax: 610-238-0581 Email: MPhillips@mclinc.org Deadline for submission of proposals is close of business Wednesday, August 31, 2005. E-mail submissions are acceptable. Background: Montgomery County Library & Information Network Consortium (MCLINC) is a consortium of fourteen public libraries in southeastern Pennsylvania that share a wide area network, automation services and library software applications. MCLINC provides automation services to its member libraries, increasing opportunities for resource sharing. In addition to the automated library system, MCLINC hosts member library websites, provides the public and staff with Internet access, provides MCLINC staff with email accounts, manages the wide area network, and supports equipment from the network level to the desktop. The network is complex and farreaching, with over 20 Windows 2000/2003 servers and approximately 450 client workstations. The purposes of the planning process will be to re-evaluate the consortium s mission; to assess the environmental conditions (political and governmental) that affect MCLINC, and to review funding options for current and future needs. The MCLINC mission should address the question Who are our customers? and reflect service to member libraries and the general public. The planning process will also evaluate member library needs. MCLINC RFP: Strategic Planning Page 1 of 9
The current MCLINC mission is as follows: The Montgomery County Library & Information Network Consortium (MCLINC) provides independently governed and funded libraries the opportunity to cooperatively purchase and operate automation services, in order to provide the best possible public service to the residents of Montgomery County through the sharing of resources. Founded in 1995, MCLINC is a consortium of 14 members with a total of 23 public libraries and bookmobiles in Montgomery County. Its primary service population is the general public residing in the service areas represented by the members. Montgomery County s total population is 750,097. (U.S. Census 2000). The combined service area population of MCLINC libraries is over 600,000 people and represents 81% of the total county population. There are over 275,000 borrowers in the MCLINC database, which is the equivalent of 49% of the consortium s service area population. Since its inception, MCLINC has consistently grown in both size and services. In 1997 MCLINC had eight (8) member libraries. In 2000, four (4) more libraries joined the consortium. In 2004 Horsham Township built a new library, joined the consortium, and opened for business in November. MCLINC served as the initial beta partner for ILS software developed by Polaris Library Systems. Since 1998, an average of 1-2 updates (releases and/or patches) are installed annually. The consortium database currently contains over 750,000 bibliographic records, and 1.5 million item records. All of these records are integrated into a single online catalog interface, available at http://www.mclinc.org. County residents take full advantage of the library services provided by the consortium. In 2003, patrons borrowed 2,188,620 items from MCLINC libraries. In 2004, patrons borrowed 2,288,633 items were borrowed, a 5% increase. Over 250 patrons subscribe to MCLINC s email notification service, which alerts users to scheduled maintenance or unscheduled downtime. Over 86,000 reserve books were shipped during 2003, averaging 235 items in shipment between MCLINC libraries on a daily basis. In 2004 patrons seized the opportunity to reserve books online from home, and shipment of reserve books throughout the consortium jumped to a total of 128,000, or 350 items daily, representing a 49% increase over 2003 reserve activity. MCLINC exists in response to the need to provide automated public library resource sharing for Montgomery County residents. To date, with the exception of technology planning, MCLINC has operated in a reactive mode. As conditions affecting its membership emerge, MCLINC adopts policies, programs or procedures in response. The strategic planning process will analyze and evaluate the appropriateness of MCLINC s mission, vision and values to provide a framework for future policy, program and procedural decisions. MCLINC exists in a complex environment. Its membership does not include all Montgomery County libraries. Additional library support services are provided to all Montgomery County Libraries, including MCLINC libraries, via the District Center Library at Montgomery County-Norristown. As a result, MCLINC is frequently in the position of considering policies and initiatives that overlap with District services, since its member libraries are entitled to both sets of services. Patrons too, are confused by the existence MCLINC RFP: Strategic Planning Page 2 of 9
of the consortium and assume MCLINC covers the entire county. MCLINC frequently receives questions from patrons who do not realize their library is not a member. The proposed plan will review this complicated organizational structure, and recommend key options for promoting the value of the consortium within the larger District. MCLINC exists in a climate of limited funding. The proposed plan will incorporate an assessment of the current funding formula, and provide options for different funding sources or strategies that can replace or supplement revenue from member dues and grants (Attachment B List of Partners). Constraints affecting the member libraries naturally translate to the ability (or inability) to fund new service initiatives. 85% of the present MCLINC operational budget relies on revenue from member dues. When members lose local revenue, MCLINC must adjust its budget in response. MCLINC seeks to identify additional options for funding, so that services can be implemented without relying primarily on the resources of its member libraries. MCLINC provides automation services to its member libraries, increasing opportunities for resource sharing. In addition to the automated library system, MCLINC hosts member library websites, provides the public and staff with Internet access, provides MCLINC staff with email accounts, manages the wide area network, and supports equipment from the network level to the desktop. The network is complex and farreaching, with over 20 Windows 2000/2003 servers and approximately 450 client workstations. Consultant Services Requested: A. The Consultant will seek direction and work with a Planning Committee, mostly likely comprising the Board of Directors. The Planning Committee will assist the consultant in identifying the goals, objectives, stakeholders, etc. for the planning process. The Consultant will request all pertinent background data on MCLINC at the start of the process. B. The Consultant will conduct interviews and/or focus groups with stakeholders including but not limited to: member library directors and trustees, non-member library directors, local government officials, and the public. C. The Consultant will gather information from other consortia, in order to compare and contrast them with MCLINC. The data gathered would include (at a minimum): services provided, staffing, available technology and funding sources. D. The Consultant will collate and analyze the data gathered during the planning process. E. The Consultant will share initial findings with the Planning Committee. F. The Consultant will be asked to make no less than one final presentation of the Planning document. G. The Consultant will deliver 20 hard copies of the final report to MCLINC, along with one electronic copy. H. The Consultant will recommend/prepare post-implementation survey tools, and measures to gauge successful service delivery. I. The Consultant will finalize his/her recommendations and make a formal presentation to the Board of Directors. Methods for sharing the plan with stakeholders, including the public, will be suggested by the Consultant. MCLINC RFP: Strategic Planning Page 3 of 9
Response to this RFP: This project is being funded with LSTA funds administered by Commonwealth Libraries of PA. Applicants shall include a timetable that demonstrates the required tasks can be completed within 9 months of contract award. Consultants shall include a description of planning experience with Library Consortia or Systems, especially within Pennsylvania. Consultants submitting proposals shall include three (3) client references, including organization, contact name, phone number and email. Reponses shall include costs associated with each of the activities listed above in Consultant Services Requested. Contractors/consultants wishing additional information are encouraged to contact Maryam Phillips by telephone or email. MCLINC requests consultants respond to this RFP no later than August 31, 2005. Evaluation and Selection: Consultant proposals will be evaluated based on: 1. Cost 2. Completeness of proposal 3. Experience with organizations similar to MCLINC 4. References Notice of consultant selection will be confirmed no later than September 30, 2005. Attachments: Attachment A Member Library List Attachment B MCLINC Partners INTERESTED CONSULTANTS: Please complete and fax back the enclosed form to indicate your intent to respond with a proposal. This does not in any way obligate your firm; it will assist MCLINC in tracking expected responses. Thank you. MCLINC RFP: Strategic Planning Page 4 of 9
ATTACHMENT A Montgomery County Library & Information Network Consortium MCLINC Membership - 2005 Abington Free Library 1030 Old York Road Abington, PA 19001 215-885-5180 Roslyn Branch of Abington Free Library 2412 Avondale Avenue Roslyn, PA 19001 215-886-9818 Cheltenham Township Library System Glenside Free Library - Branch of Cheltenham Township Library System 215 S. Keswick Avenue Glenside, PA 19038 215-885-0455 East Cheltenham Free Library - Branch of Cheltenham Township Library System 400 Myrtle Avenue Cheltenham, PA 19012 215-379-2077 Elkins Park Free Library - Branch of Cheltenham Township Library System 563 E. Church Road Elkins Park, PA 19117 215-635-5000 La Mott Free Library - Branch of Cheltenham Township Library System 7420 Sycamore Avenue La Mott, PA 19126 215-635-4419 Free Library of Springfield Township 1600 Paper Mill Road Wyndmoor, PA 19038 215-836-5300 Horsham Township Library 435 Babylon Road Horsham, PA 19044 215-443-2609 MCLINC RFP: Strategic Planning Page 5 of 9
Huntingdon Valley Library 625 Red Lion Road Huntingdon Valley, PA 19006 215-947-5138 Jenkintown Library 460 Old York Road Jenkintown, PA 19046 215-884-0593 Lower Providence Community Library 50 Parklane Drive Eagleville, PA 19403 610-666-6640 Montgomery County - Norristown Public Library (and System) 1001 Powell Street Norristown, PA 19401 610-278-5100 Conshohocken Free Library - Branch of Montgomery County - Norristown Library 301 Fayette Street Conshohocken, PA 19248 610-825-1656 Perkiomen Valley Library, Branch of Montgomery County - Norristown Library 2nd & Church Street Schwenksville, PA 19473 610-287-8360 Royersford Free Public Library, Branch of Montgomery County - Norristown Library 200 S. Fourth Avenue Royersford, PA 19468 610-948-7277 Upper Perkiomen Valley Library, Branch of Montgomery County - Norristown Library 350 Main Street Red Hill, PA 18076 215-679-2020 MCLINC RFP: Strategic Planning Page 6 of 9
Narberth Community Library Windsor Avenue Narberth, PA 19072 610-664-2878 Pottstown Public Library 500 High Street Pottstown, PA 19464 610-970-6551 Upper Dublin Public Library 805 Loch Alsh Avenue Fort Washington, PA 19034 215-628-8744 North Hills Community Library - Branch of Upper Dublin Library 212 Girard Avenue North Hills, PA 19038 215-884-4760 Upper Merion Township Library 175 West Valley Forge Road King of Prussia, PA 19406 610-265-4805 Upper Moreland Free Public Library 109 Park Avenue Willow Grove, PA 19090 215-659-0741 William Jeanes Memorial Library 4051 Joshua Road Lafayette Hill, PA 19444 610-828-0441 MCLINC RFP: Strategic Planning Page 7 of 9
ATTACHMENT B Montgomery County Library & Information Network Consortium MCLINC Partners CONTRIBUTOR AMOUNT YEAR TYPE Montgomery County Commissioners $600,000.00 1997 Startup Funds Bell Atlantic $5,000.00 1997 Startup Funds International Union of Operating Engineers $820.82 1997 Startup Funds U.S. Department of Education $100,000.00 1998 Database Authority Control Grant Commonwealth Libraries $156,115.00 1998 Library Services and Technology Act Grant ADA workstations and Network Printer Upgrades Symantec Corporation In Kind 1999 Software Symantec Corporation $ 4,920.00 2000 Anti-Virus Software Wal-Mart Foundation $ l,000.00 2002 Literacy Services Commonwealth Libraries $87,454.00 2002 McLean Contributionship $37,400.00 2003 Library Services and Technology Act Grant Public Access Workstation Replacements "Large Print" (ADA) Workstations Cisco Corporation, Product Grant Program $48,195.00 2003 Router Donation for the Wide Area Network MCLINC RFP: Strategic Planning Page 8 of 9
NOTICE OF INTENT TO RESPOND TO THE MCLINC RFP FOR STRATEGIC PLANNING PROPOSALS Name Company Phone Email Questions? Please list or email to mphillips@mclinc.org. Thank you. Please fax to MCLINC at 610-238-0581 or email to Maryam Phillips at mphillips@mclinc.org. MCLINC RFP: Strategic Planning Page 9 of 9