CITY OF PARKLAND LIBRARY 6620 University Drive Parkland, Florida 33067 Office: (954) 757-4200 Fax: (954) 753-5223 www.cityofparkland.org City of Parkland, Florida Request for Information and Cost Proposal For a Consultant to Conduct a Needs Assessment of Services For the Parkland Library RFI# 2014-04 RFI Submission Due Date: No later than 2:00pm March 7, 2014
City of Parkland, Florida Request for Information (RFI) and Cost Proposal Overview/Introduction The City of Parkland ( City ) Commission invites cost proposals, including statements of qualifications, from highly qualified consultants to conduct a needs assessment of library services. The Library seeks a professional consultant who has specific experience in the review and quantitative analysis of existing and projected City Library services, needs, future trends, technologies and facilities. The consultant must have a strong background in facilitating successful short and strategic long term planning of a variety of means by which to deliver public services that meet the needs and desires of the community. The RFI consists of two (2) phases which are: Phase One (1) is the preparing, conducting and reporting on the findings of a needs assessment. Phase Two (2) is using the data gathered from the needs in order to assess the current library facility, its program and services and then providing options for the expansion of the buildings and services or alternatives to building expansion. Proposers are invited to submit responses to Phase One (1) and Phase Two (2) or simply Phase One (1) or Phase Two (2). Response Submittal Terms: The single point of contact for this solicitation is: Joseph Green, Library Manager Parkland Library 6620 N. University Drive, Parkland, FL 33067 Questions about this RFI must be submitted via email only to jgreen@cityofparkland.org. In the subject line enter the words: Library RFI Question. All such questions must be submitted no later than 4:30 p.m. (Eastern Time) on February 20, 2014. 2
If such requests result in a change to the requirements of this Request for Information (RFI), the City will prepare an Addendum and post the Addendum on the City s web site. Proposals must be submitted no later than 2:00 p.m. (Eastern Time) on March 6, 2014. All submissions and any supporting documents shall be to: RFI# 2014-04 City of Parkland Library 6620 N. University Drive, Parkland, FL 33067 Attn: Joseph Green, Library Manager Proposals shall be opened on March 7, 2014. Consultant shall provide seven (7) hard copies of proposal and one (1) electronic copy. No communication between submitters and members of the City s Selection Committee regarding proposals under considerations is permitted and shall be considered as grounds for disqualification of the submittal. Intention(s) Purpose of the Project The Parkland Library ( Library ) proposes to engage the services of a consultant to plan direct and lead a needs assessment that will result in the carefully documented identification of stated expectations of the residents of Parkland concerning existing and future services of the Library. The Consultant s report will include strategic goals, priorities, objectives, proposed implementation actions, timeframes, and expected outcomes for the Library. It is anticipated that, in addition to obtaining and analyzing relevant hard data, this needs assessment will involve a consultation process with the public, Library Staff, Parkland Friends of the Library ( Friends ), and other key stakeholders within the City. The process will identify a variety of perspectives about how current users and non-users view the Library, what services they value, and what changes they would like to see. The needs assessment will answer the question, What kind of library do we want to be to meet the present and future needs of Parkland s residents? The City has received input from the community as to the perception of the Library s role. That perception has been identified as an education center and cultural center. However, no clear definition has been associated with that role. The needs assessment should enable Library Staff and other stakeholders in the City to gain a clear understanding of the following: 3
1. Is the perception on target? 2. What is the definition of education center and cultural center? 3. What target audiences should the Library be addressing in its development as an education and cultural center? Description of Current Status of Library and City The Parkland Library is an independent municipally run public library in northwest Broward County, FL. It is governed by the ordinances of the City of Parkland, FL. The Library is a department of the City Government. It is a taxsupported agency with ultimate authority vested in a five (5) member City Commission. The Library is NOT a branch of a larger library. The Library does NOT participate in a reciprocal resource sharing program with other libraries. The Library is a member of the Southeast Florida Library/Information Network. The Parkland Library is located in the City s municipal complex near the intersection of Holmberg Road and University Drive. Public library service began in Parkland about twenty-five (25) years ago. It was a development spurred by the Parkland Friends of the Library. The Friends continue, to this day, as a volunteer body designed to raise money for the Library and advocate on behalf of the Library s sustainability. The Library is housed in a 13,200 square foot facility that was constructed and opened in 2003. The City is collecting a Library Impact Fee to be used to fund the impacts upon the Library due to future growth within the City. There are three (3) services offered by the Library that have generated significant public participation. These are: 1. Programs and services to elementary and middle school children. From its inception, the Library has been viewed by the residents as an education and entertainment resource for children and by extension their parents. In the course of any given month, nearly 4,000 items for children are circulated. The wide range of children s programs is always oversubscribed with more demand than we can meet due to space limitations. Service to children AND THEIR PARENTS is a growth market for the Library. We do not need a master plan to take up the question of what children services to provide but rather to determine how and where. 2. Programming for adults. Programming for adults ranges from the monthly meetings of All Booked Up, the Library s book club, to Films 4
for a Saturday Afternoon, various educational demonstrations, author presentations, special events and computer classes. These programs attract a broad demographic of participants. Perhaps these programs fill a gap of cultural interests not offered elsewhere in Parkland. Whatever the case, a larger venue could create even greater response if the demand is warranted. 3. Use of non-print material. The use of non-print material including e- books, audio-books, and DVD s now rivals the use of print materials. The growth in demand for these materials is not unique to the City but it does suggest the direction that the Library must consider as it moves forward. The population of Parkland in 2003 when the Library building first opened was approximately 14,000. An estimate of Parkland s current population is 25,500. The community grew by almost 75% in ten (10) years! Projections indicate that Parkland will grow by at least another 10,000 within the next ten (10) years. Demographics characteristics of Parkland include the following: The median age of Parkland is 40 years old The estimated median household income is $100,000 which was higher in 2000 but still substantially above the Broward County level. Racial makeup is: 20,136 White; 1,563 Black; 3,113 Hispanic and 1,400 Asian. Population by age: 24% of the population is 14 years and under 13% is 15 and 24 22% is 25-44 33% is 45-64 8% is 65+ There are two (2) Synagogues, one (1) Catholic Church, and one (1) Protestant Church (without a building) in Parkland. There is one (1) public high school; one (1) public middle school; three (3) public elementary schools; and one (1) private school affiliated with a religious organization. All public schools are A rated. Three (3) of the public schools are operating at more than student size capacity. Each public school has a media center. Parkland has one independent/assisted living facility. There are five (5) relatively small shopping areas. Parkland does NOT have: 5
A homeless problem Significant diversity Public transportation High density traffic issues A movie theater A performing arts center An art gallery Significant quantity of high density housing (apartments only one complex in the City and a few townhouse developments) A post office Institutions of higher learning Many employment opportunities (small number of businesses, offices, etc.) within City s limits A formalized adult education program Corporations or headquarters to approach for significant donations In additional to its public library, Parkland does have: A first rate park system (8 in number) The YMCA Wide-spread sports opportunities for all ages Exceptional single family housing developments High property valuation Active and engaged parents Agencies that can offer personalized services A well educated technology savvy population 6
Scope of Work The scope of work to be provided is divided into two (2) phases. Steps in each phase include but are not be limited to the following: Phase One (1): 1. Identification of current services and space to determine the Library s strengths and weaknesses and position to serve the residents needs. 2. Benchmarking - How the City Library compares to other Libraries. 3. Demographics - Analysis of current and projected demographics data to align services, collections and programs to the service population. 4. Extensive outreach to the community to assess their needs, expectations and perceptions of the Library and its role in the Parkland community now and in the future. 5. Draft and present a report to the City Commission that identifies the results of the needs assessment. Phase Two (2): 1. Use of needs assessment completed in Phase 1 to create a fully developed Library building expansion or modification program. 2. Use of the needs assessment in Phase 1 to identify and recommend service delivery approaches that meet the identified future needs, service levels, priorities, goals and objectives of the Parkland existing and future residents. 3. Identify gaps where the current library facilities or operations are insufficient to meet the recommended service delivery approaches and how to best provide these library services until the optimal situation can be accomplished. 4. Recommend an implementation schedule that uses a prioritized phased approach based upon the needs assessment completed in phase 1. 5. Develop evaluation criteria for any identified goals and objectives. 6. Draft and present a report to the City Commission which addresses 1-5. The above list is intended to enhance the statement of work and is not intended to limit the respondent s description or design of the project s process or services as proposed. 7
Methodology Throughout the life of the project, a sound planning methodology will be utilized requiring, at a minimum, needs assessment, skilled facilitation and meeting management, action planning, and collaborative problem solving. Input and data gathering must involve Library Staff, key stakeholders, and a culturally and geographically diverse cross-section of the population of Parkland in samples of sufficient size and randomness to produce meaningful and truly representational data. Library and City Staff, volunteers from the Parkland Friends of the Library and City Commission will be involved as necessary and when available to support the process. Proposed Schedule of Events Event Date RFI Released February 13, 2014 Deadline for Receipt of Written Questions on RFI February 23, 2014 RFI Submission Due Date March 6, 2014 Proposals Opened March 7, 2014 Consultants Shortlisted and Invitations Extended for Interview (teleconference) March 10, 2014 Interviews/Negotiations/Selection Meetings March 13, 2014 Consultant Selected/Contract Awarded and Announced March 13, 2014 Deadline for conducting the needs assessment and report to the City will be determined after the proposer has been selected. Submittal Instructions/Requirements Firms are solely responsible for all costs incurred in the preparation and submittal of the RFI. Proposals should not exceed a total of twenty (20) one-sided pages, excluding a one-page cover letter and personnel resumes. Minimum font size for all text is 12 point. 8
Proposal Content Proposals should demonstrate that the firm has the professional capability and availability to satisfactorily and in timely fashion complete the tasks as described in the Scope of Work section of this RFI. Responses should include: 1) The firm s legal name, address, telephone number and principal contact email address; 2) The principal(s) of the firm and their experience and qualifications; 3) The experience, qualifications and assigned roles of any and all staff to be assigned to the project; 4) A description of the firm's prior experience, including design of any similar projects and location of project; 5) A minimum of three (3) references for projects similar to that described in this RFI, with contact information including: the client name, project description, location where services were provided, project dates of service (starting and ending), contact person(s) including the client s project manager s name, title, telephone number, and email address. These references may be contacted to verify a firm s ability to perform the contract. The Selection Committee reserves the right to use any information or additional references deemed necessary to establish the ability of the firm to perform the contract. Negative references may be grounds for proposal disqualification. 6) A general description of the firm s current work activities and how these will be coordinated with the project, as well as the firm s anticipated availability during the term of the project; and 7) A detailed description of the proposed work plan, including activities, methods, intended products and outcomes, and a schedule for activities to be performed and products delivered. 9
Evaluation of Proposal/Award Process Proposals will be reviewed by the project s Selection Committee. Final candidates may be asked to participate, at their own expense, in an interview in a method to be determined by the Selection Committee. The Selection Committee shall provide ranking recommendations of the proposals to City Staff for their approval. The Selection Committee shall not be obligated to accept the lowest priced proposal, but shall make recommendations in the best interests of the City. Proposals will be impartially and consistently evaluated and scored based on the degree to which each consultant or consulting team meets the following criteria: 1) The qualifications, demonstrated competence, and availability of the professional personnel to be assigned to the project (25 points) 2) Experience and demonstrated success in facilitating comparable projects for public libraries (10 points) 3) Overall quality and design of the proposal (5 points) 4) The consultant's capability to meet time and project budget requirements and the availability of personnel to respond and provide services in a timely manner (10 points) 5) The consultant s fees for conducting and reporting on the needs assessment (50 points) This document is a solicitation for information only and may not be construed as a commitment of any kind given on behalf of the City to purchase any goods or services now or in the future. The City does not obligate itself in any way as a result of this Request for Information (RFI). Only the execution of a written agreement will obligate the City in accordance with the terms and conditions of that agreement. The City reserves the right to consider other properties besides those submitted through this RFI process. Any expenditure experienced by the respondents in preparation and submission of the RFI shall not be reimbursed by the City. If contract negotiations cannot be concluded successfully with the top ranked company, City Staff may negotiate a contract with the next highest scoring vendor or withdraw the RFI. 10
City of Parkland Library Request for Proposals Needs Assessment Statement of Work and Price Quotation Vendor Name: Vendor Business Address: City: State: Zip: Phone: Fax: Web Address: Proposer s Name: Proposer s Email: Proposer s Signature: PRICE PROPOSAL: Using the attached form, Price Proposal, the Proposer shall present the financial proposal for providing the Proposed Services. Price Proposals not submitted on the attached form shall render the Proposal unresponsive. The prices or discounts offered are for firm, fixed price proposals: 11
Scope of Work Vendor (state name of company, individual, or consultancy) will provide the following to the Parkland Library. Phase One (1): 1. Identification of current services and space to determine the Library s strengths and weaknesses and position to serve the residents needs 2. Benchmarking - How the City compares to other Libraries 3. Demographics - Analysis of current and projected demographics data to align services, collections and programs to the service population. 4. Extensive outreach to the community to assess their needs, expectations and perceptions of the Library and its role in the Parkland community now and in the future. 5. Draft and present a report to the City Commission that identifies the results of the needs assessment Phase Two (2) 1. Use of needs assessment completed in Phase 1 to create a fully developed Library building expansion or modification program Use of the needs assessment in Phase 1 to identify and recommend service delivery approaches that meet the identified future needs, service levels, priorities, goals and objectives of the Parkland existing and future residents. 2. Identify gaps where the current library facilities or operations are insufficient to meet the recommended service delivery approaches and how to best provide these library services until the optimal situation can be accomplished. 3. Recommend an implementation schedule that uses a prioritized phased approach based upon the needs assessment completed in phase 1. 4. Develop evaluation criteria for any identified goals and objectives. 5. Draft and present a report to the City Commission which addresses 1-5. 12
PLEASE FILL IN CHART WITH PROPOSED COSTS Phase 1 Cost Cost of work as outlined in steps 1-5 Travel expenses (not to exceed) Other costs (explain) Total Phase 2 Cost Cost of work as outlined in steps 1-5 Travel expenses (not to exceed) Other costs Total Phase 1 and 2 together Cost of work as outlined in all steps Travel expenses (not to exceed) Other costs Total 13