Deptford Public Library

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DEPTFORD TOWNSHIP PUBLIC LIBRARY

REQUEST FOR QUOTES FOR CONSULTANT

TO DEVELOP A STRATEGIC PLAN

Deptford Township Public Library

670 Ward Drive

Deptford, New Jersey 08096

REQUEST FOR QUOTES

GENERAL INFORMATION

Project Objective: To develop a 3 to 5 year strategic plan.

Issuing Organization: Deptford Township Public Library

670 Ward Street

Deptford, New Jersey 08096

RFP Issued: December 12, 2011

Questions to be received by: January 3, 2012

Responses to questions by: January 5, 2012

Due date for Proposals: January 12, 2012

It is the policy of the Deptford Township Public Library Board of Trustees to solicit proposals with a bona fide intention to award a contract. This intention will not affect the right of the Board of Trustees to reject any or all proposals.

Contact for further information: Maria DeTitto, Esquire

mdetitto@deptford-nj.org

856-845-5300 ext 2321

INTRODUCTION

Deptford Township Public Library of Deptford, New Jersey seeks a consultant to develop a comprehensive strategic plan for the library. Specifically, the Board of Trustees expects a service plan that includes goals, measurable objectives and proposed activities to meet Township needs for the next three to five years. The plan should also address the implications of the proposed goals for the library’s collections, technology, staffing and facilities. This plan will examine our Township’s growth patterns and demographics, and identify the need for service with respect to future trends and technologies. It will also identify possible funding needs to respond to service demands. The purpose of the strategic plan is to position the library to proactively provide service that meets the changing needs in a cost-effective manner and to educate the Township residents about library services.

BACKGROUND

The Deptford Township Public Library is located in Gloucester County. The library has one building of approximately 11,000 square feet which serves the 33,000 residents of Deptford Township. The Township has a solid commercial and individual tax base, excellent schools and is an active recreational community.

The Library is currently conducting a search for a new Director and a Reference Librarian whose emphasis will be on technology.

The Deptford Township Public Library is open Monday – Saturday.

CURRENT PLANNING ISSUES

The most recent strategic planning document was developed in 2011. However, the Deptford Township Public Library is constrained from physical expansion due to its location and a new plan needs to be developed to guide development through a virtual expansion which the Board of Trustees believe will reflect the needs of our Township’s dynamic and growing community in a time when new technologies are changing the focus of service demands and delivery models.

PROJECT DESCRIPTION

Deptford Township Public Library is seeking a professional consultant to:

Facilitate the strategic planning process using a methodology proven effective for New Jersey Public
Libraries.
Design an effective method for data gathering and presentation, which may be limited to surveys or
may include
focus groups and
Township meetings to identify needs over the next five year period.
Facilitate meetings of the planning committee.
Assist in the identification of service priorities, goals, objectives and activities.
Assist in identifying gaps where the current library operation is insufficient to meet the identified
service priorities.

Through this process, the Deptford Township Public Library expects to have a Strategic Plan in place by April 2012 that will guide the activity and use of resources over the next three to five years. The process should ensure input from a wide range of Township residents and the plan should reflect that input and idea generation.

Some of the questions the Library wishes to address are:

What should be the Deptford Township Public Library’s area of strategic focus?

Are the services currently provided still relevant?

Which services are considered by members to be essential?

Which services may be delivered more efficiently and more economically?

Who are competitors for the Deptford Township Public Library Services?

Are there new service areas that should be considered?

How will funding priorities be set? Budget cuts determined?

Are there funding opportunities and/or new funding streams available?

The Board of Trustees wishes to include library staff in offering their opinions.

SCOPE OF WORK

The consultant will assist the Deptford Township Public Library Board of Trustees in:

A statement of Township needs and goals.
Measurable objectives and services responses to the Township needs and goals.
An assessment of facilities, services, technology and operations.
An ongoing annual evaluation process.
Financial resources and sustainability.
Collaboration with other Township partners.
A professional development strategy.
Determining current use and projecting future demand as affected by:

Community needs and the opportunities they offer.
Future trends in technology.
Trends affecting the future of public libraries in general.
Community organizations that either supplement or complement library services.

Determining the type of data to be collected, and the appropriate measurement standards to ensure
its usefulnessin decision-making.
Collecting, reviewing and analyzing data and making recommendations based on the data.
Evaluating existing policies and operational practices.
Evaluating delivery approaches including design, planning, programming, promoting/marketing
of library services, physical plan, virtual technologies, fiscal policies and staffing.
Prioritizing current services and new services that will address the service priorities for the
next five years.
Identifying strategies to build organizational capacity for addressing community needs.
Addressing the financial implications of proposed recommendations with respect to the existing and
future capital and operational models and budgets.
Determining and developing funding strategies for alternate sources including grants and partnerships.

TIMETABLE

January 3, 2012 (no later than 4:30 p.m. EDT) Questions from Consultants due

January 5, 2012 (no later than 4:30 p.m. EDT) Responses to questions sent

January 12, 2012 (no later than 4:30 p.m. EDT) Proposal due

January 17, 2012 Reach award decision

February-April Planning Activities

May 4, 2012 Plan draft completed

June, 2012 Plan adoption

SELECTION PROCESS

The Strategic Plan Committee will review all proposals. In evaluating proposals, price will not be the sole factor. The Committee may consider any factors it deems necessary and proper, including but not limited to: price, quality of service, response to this request, experience, staffing and general reputation.

INFORMATION REQUIRED

SUMMARY OF PROPOSAL

In responding please use the following format:

Section 1. Summary of Proposal

Provide a brief summary of Sections 2 through 6 of the proposal.

Section 2. General Description of the Planning Activities Recommended

Provide a brief statement of your understanding of the requested effort including the conclusions.

Section 3. Work Plan

Provide detailed information about the activities proposed and identify the individuals involved with each activity. Also provide a timetable for completing the process within the timeframe set forth herein.

Section 4. Staffing Plan, Including Resumes

Please identify each person who will work on the project and identify his or her role. Also provide a resume and references for each person.

Section 5. Budget

For each task in Section 3 please identify the expected hours of staff members identified in Section 4 and the total cost. Identify the total billing rate for each project member. Please identify detailed costs for anticipated on-site meetings.

Please use the following format:

Activity	Staff	Hours	Project Cost


Total

Section 6. References

Please supply the names of three references for which you have worked on similar projects. Include the current contact information for each reference.

PROPOSAL SUBMISSION

Proposals should be prepared in a straightforward manner to satisfy the requirements herein. Emphasis should be on completeness and clarity of content.

Questions concerning this RFP shall be emailed to Maria DeTitto, Esq, at mdetitto@deptford-nj.org by 4:30 p.m. (EDT) January 3, 2012. Responses to questions will be emailed no later than 4:30 p.m. (EDT) January 5, 2012. The questions and answers will be shared with all respondents via the Deptford Township Library website: http://www.deptfordpubliclibrary.com/.

Address the Proposal to:                      Maria DeTitto, Esquire
Email address:                                     mdetitto@deptford-nj.org
Subject line:                                         Strategic Planning Proposal

Deadline for Receipt of Proposal: No later than 4:30 p.m. (EST), January 12, 2012

The Library Strategic Plan Committee may request representatives of a bidding organization to appear for interviewing purposes. Travel expenses and cost related to the interview will be the responsibility of the bidder.

The Library Strategic Plan Committee will reach a decision on awarding the contract no later than January 17, 2012. The Library Strategic Plan Committee reserves the right to reject all submissions.

ADDITIONAL INFORMATION

Consultants may provide any additional information it feels would assist the Library Strategic Plan Committee in the selection process.

PROPOSAL REVIEW AND ASSESSMENT

The Library Strategic Plan Committee will evaluate proposals and the highest-ranking Proposer may be asked to make formal presentations to the Library Board.

Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session.

The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating.

RFP STANDARDS

● The Library will not reimburse costs of preparing the consultant proposal.

● The Library reserves the right to cancel the award of contract any time before the execution of the contract by both parties.

● The Library reserves the right to reject any or all responses to the Proposal.

● No Library board member or staff member shall have a financial interest in the proposal.

● In cases of disputes over differences of opinions as to the services in the proposal, the decision of the Committee shall be final.

● The Library reserves the right to ask for clarification in the proposal if the need arises.

RFQ AVAILABILITY

The RFQ will be posted on the Library website: http://www.deptfordpubliclibrary.com/.

It shall also be advertised in other mediums.

Respondents shall submit the original and three unbound copies of the proposal in writing by January 17, 2012 to:

Maria DeTitto, Esquire

Deptford Public Library

670 Ward Drive

Deptford, New Jersey 08096

Responses shall be received in a sealed package appropriately marked with the proposal title and name and address of respondent by 4:30 p.m. January 17, 2012. All submissions not received by that date will not be opened.

PROPOSAL EVALUATON

WEIGHTING FACTOR	QUALIFICATION	STANDARD
2.0	Scope of Proposal	a) Does the proposal show an understanding of the project objective and results that are desired from the project? b) Is the methodology proposed ………
2.0	Assigned Personnel	a) Do the persons who will be working on the project have the necessary skills? b) Are sufficient people of the requisite skills assigned to the project?
1.0	Availability	a) Can the work be completed in the necessary time? b) Can the target start and completion dates be met? c) Are other qualified personnel available to assist in meeting the project schedule if required? d) Is the project team available to attend meetings as required by the Scope of Work?
1.0	Motivation	Is the firm interested and are they capable of doing the work in the required time frame?
2.0	Cost and Work Hours	a) Do the proposed cost and work hours compare favorably with the committee's estimate? b) Are the work hours presented reasonable for the effort required in each project task or phase? c) Does the firm have the ability to meet deadlines and operate within budget?
2.0	Firm Capability	a) Does the firm have the support capabilities the assigned personnel require? b) Does the firm have previous relevant and positive experience in jobs of this type and scope and success in library planning? c) Does the firm have prior experience in working with both public and staff committees?

REFERENCE EVALUATION (Top Ranked Proposer)

The Library attorney will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory.

QUALIFICATION

STANDARD

Overall Performance

Would you hire this Proposer again? Did they show the skills required by this project?

Timetable

a) Was the original Scope of Work completed within the specified time?

b) Were interim deadlines met in a timely manner?

Completeness

a) Was the Proposer responsive to client needs; did the Proposer anticipate problems?

b) Were problems solved quickly and effectively?

Budget

Was the original Scope of Work completed within the project budget?

Job Knowledge

a) If a study, did it meet the Scope of Work?

b) If Proposer administered a construction contract, was the project functional upon completion and did it operate properly?

c) Were problems corrected quickly and effectively?

JOB POSTINGS AT THE DEPTFORD LIBRARY

SUPERVISING LIBRARIAN, REFERENCE SERVICES, DEPTFORD TOWNSHIP PUBLIC LIBRARY

Deptford Township Public Library in Deptford, New Jersey, has an immediate opening for a dynamic, proactive, customer-focused and technological oriented reference librarian with excellent organization and communication skills and passion for assisting citizens in meeting personal, educational and professional information needs. A strong background in a wide-range of print, electronic and virtual resources is desirable. This is an outstanding opportunity to work with an enthusiastic, collaborative library team under a new director.

The area has a solid commercial base, excellent schools and many other amenities which attract a diverse population. Deptford Township Public Library serves a well-educated community that appreciates and uses the Library’s collection and services.

The Supervising Reference Librarian will lead and inspire the reference and inter-library loan staff and volunteers and work with them to achieve the mission, goals and objectives of the Library. Duties include supervision of full-time and part-time staff and will provide scheduling, training, reporting, coaching, and performance evaluations, etc. The successful applicant will enjoy print and electronic collection development responsibilities, and the opportunity to build relationships with educational and community agencies and organizations and to serve on consortia-wide and/or state-wide committees.

MLS/MLIS degree from an ALA accredited institution with a focus on electronic or virtual technology required, as well as at least two years experience as a librarian including supervisory experience, and development of materials collection and reference skills. Must be in possession of or qualified for New Jersey Professional Librarian certificate. Demonstrated knowledge of current library trends and philosophy expected. Complete ease in use of computers, and enthusiasm for new library technologies is essential.

Salary meets NJLA salary guidelines depending on experience. Generous medical benefits offered. Continuing professional development and educational opportunities provided, including membership in ALA and NJLA.

Please send resume and a cover letter explaining why you are the perfect person for this job to:

Maria DeTitto, Esquire

1011 Cooper Street

Deptford, New Jersey 08096

Questions: mdetitto@deptford-nj.org

LIBRARY DIRECTOR, DEPTFORD TOWNSHIP PUBLIC LIBRARY

MISSION: It is the mission of the Deptford Township Public Library to provide informational, educational, recreational and cultural resources to every resident of the Township regardless of age, background or income level.

SUMMARY: Manage the Library and supervise all Library personnel. Serve as administrator in the areas of fiscal management, communication, technology, continuing education, Library services and Personnel. Oversee the management of property and operations. Act as liaison for all parties involved in any renovation project. Assess strengths, weaknesses, opportunities and challenges to the Library and develop strategies for dealing with them effectively and without compromising vision and values.

WORK ACTIVITIES/JOB FUNCTIONS:
Administration

Fiscal Management
Prepare annual library operating and capital budgets, track and control spending.
Prepare a monthly written report of all Library activities, expenditures and budget for presentation to
Library Board.
Prepare a yearly written report of all Library activities and expenditures.
Investigate additional sources of funding including grant applications and working with library support
groups.
Collaborate with other libraries (public and/or school) for the advantage of group purchasing discounts,
shared grants, networking and programming.

Communication

Prepare the following materials for monthly Library Board meetings and Annual Township Report:
Agenda and Narrative, Report and Circulation and Program Participation Report.
Attend and participate in monthly Library Board meetings.
Provide approved minutes of the Library Board and Library Board Committees and Sub-Committees for
posting on the Township and Library website.
Represent the library at professional meetings, conferences and seminars.
Establish and maintain effective work relationships with the Library Board, Township Officials, Friends of
the Library, community organizations, school groups, the Deptford Township public schools, library
associates and the general public.
Implement and direct the library's community relations and public relations programs by
communicating the value of library’s services and programming both verbally and in
writing to the general public and to decision-makers.
Promote community outreach through library-school partnerships, addressing community groups, and
identifying ways to serve patrons outside of the library building.

Library Planning and Service

Execute Library Board approved strategic plan and revise as necessary based on changes
in community need, environment or opportunities.
Create an environment that welcomes diversity, and promotes literacy, intellectual freedom and
equal access to information.
Be responsible for and supervise the selection, acquisition and culling of library materials.
Provide regular updates to Library Board and Staff regarding current legislation and trends related to
libraries and library services.
Plan, promote and execute Library Board approved special events (e.g., author visits,
seminars, lectures, Leisure Learning, etc.)
Initiate and develop programs in anticipation of and/or in response to community needs.

Technology

Supervise the utilization and maintenance of technology to deliver, monitor and enhance library service.
Work to improve Information Technology and guide Library in direction of virtual technology by
investigating and recommending technological enhancements to the Library Board.
Maintain a current, relevant library website that is used effectively to support and promote the Library’s
mission.

Continuing Education

Ensure that Library Staff and Board members comply with continuing education requirements.
Evaluate, introduce and maintain new technology as appropriate.
Arrange for or conduct in-house library staff training with respect to current library advancements.
Maintain affiliations with local, state and national professional organizations; attend workshops,
seminars and conferences addressing current professional issues, trends and developments.

Personnel, Policies and Procedures Management

Recruit, hire, train, supervise and evaluate professional and support staff; mentor and
encourage staff to excel in their jobs.
Maintain personnel records for all staff.
Plan and conduct regularly scheduled staff meetings.
Review, develop and recommend library policies, procedures and practices and implement upon Library
Board approval
Interpret policies to the library staff and the general public.
Be responsive to personnel issues and resolve professionally and in alignment with approved Library
policies and procedures.
The Library Director is a Deputy Custodian of Public Records as permitted by the Open Public
Records Act
(OPRA) and as such has the obligation of complying with the OPRA Law for requests for public records
related to the library.
Ensure compliance with relevant state and local statutes, including the Open Public Records Act,
all financial
regulatory laws, and ensure that the Library Board is in compliance with the Open Public Meetings Act.
Ensure compliance with the Local Public Contract Law as the Purchasing Agent for the Library Board.

Property Management

Manage the Library building and grounds to ensure proper maintenance and utilization of the library.
Coordinate maintenance and repair personnel and ensure work is properly completed.
Analyze and identify building and grounds needs and recommend improvements, repairs and
additions as necessary to the Library Board.
Ensure clean, clear, safe and welcoming environment for staff and public in the building and on the
grounds.
Respond to building emergencies and take appropriate action.
Communicate the Disaster and Evacuation Plan to staff.

KNOWLEDGE, SKILLS, ABILITIES

Thorough knowledge of the theories, principles and techniques of librarianship, library
administration and management including New Jersey Library Laws and other related Laws.
Thorough knowledge of the functions and responsibilities of a Library Board.
Ability to analyze, comprehend and use current approved public library standards, methods and
techniques. The same ability would apply to library budget systems, performance appraisal, job
classification and compensation.
Ability to oversee a basic collection development plan, which includes approved selection methods,
classification and cataloging and related technical administration.
Ability to prepare and present accurate and informative statistical and technical reports.
Ability to communicate effectively and share knowledge with others.

QUALIFICATIONS

Masters Degree in Library Science or Master of Science in Library and Information Science accredited by the American Library Association or from a NJ College Master’s program in Library Science that has been deemed acceptable by NJ State Library and a Professional Librarian’s Certificate issued by the New Jersey Department of Education. Compliance with NJ Statute 52:14-7 (residency requirement)
Five (5) years of library experience, including work in the service, circulation and reference areas, two (2) years of which shall have been in a supervisory capacity. Demonstrated continued education in the areas of library services and technology.
Active participation in community organizations and professional library associations.
Current knowledge of library trends and innovations.

COMPENSATION: The starting salary is competitive and there is a generous benefits package. Applications will be accepted until the position is filled.

For consideration, please email cover letter, resume and three professional recommendation letters to:

Maria DeTitto, Esquire

1011 Cooper Street

Deptford, New Jersey 08096

Questions: mdetitto@deptford-nj.org