MCLINC
Request for Proposal
Proposals due:
May 27, 2016
3:00 PM EST
301 Fayette Street, 2nd Floor, Conshohocken, PA 19428
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ANNOUNCEMENT
The purpose of this Request for Proposal (RFP) is to solicit proposals from consultants experienced in strategic planning to assist the Montgomery County Library & Information Network Consortium (MCLINC) through review and final stages of developing the 2016 - 2019 Strategic Plan. The budget for this project is $20,000.
Submit any questions to Sukrit Goswami at [email protected] by Wednesday, May 11. Responses will come via email and be posted with the RFP materials for all potential proposers to view no later than Monday, May 16. Proposals (6 copies) and one digital copy (PDF) must be received by MCLINC Headquarters at 301 Fayette Street 2nd Floor Conshohocken, PA 19428 no later than 3 pm on Friday, May 27, 2016.
Sukrit Goswami, Executive Director MCLINC 301 Fayette Street 2nd Floor Conshohocken, PA 19428 610-238-0580 [email protected] ABOUT MCLINC
MCLINC was established as a 501(c)(3)nonprofit organization in 1995 and operates as an independent consortium, reporting only to its Board of Directors, which is composed of directors from member libraries. MCLINC serves over 90% of Montgomery County residents through its 16 independent member libraries, their 32 buildings and several mobile units.
ABOUT THE STRATEGIC PLAN
A committee consisting of representatives from member libraries and MCLINC headquarters met over the course of three months to update MCLINC’s most recent strategic plan. The committee was able to identify three broad goals:
1. MCLINC services meet member libraries’ needs and expectations
2. Ensure that MCLINC headquarters staff and key member library staff (i.e. catalogers, local tech support) work together effectively to support the goals and priorities of the consortium.
3. MCLINC facilitates cooperation among member libraries to support the vitality and sustainability of the Consortium.
Each goal has a number of specific objectives that support the broader goal. Each objective has associated tasks that describe the steps necessary to achieve the respective objective.
The 2016 – 2019 MCLINC Strategic Plan was presented to and approved by MCLINC’s Board of Directors on August 21, 2015 (Strategic Plan is attached).
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NEEDS
Now at the implementation phase, MCLINC seeks to contract with a consultant who shall review the approved plan and develop an implementation process and timeline for the Consortium. Since the plan focuses on updating and improving MCLINC operations, emphasis shall be on gathering data from MCLINC stakeholders (headquarters and member library staff) through focus groups and/or other recommended surveying methods.
The deliverables expected include a synopsis of survey findings and, from that research, a recommended method, process and timeline for achieving the plan’s goals.
GENERAL TERMS
MCLINC reserves the right to reject any or all proposals and to select the proposal that it determines to be in the best interest of the organization.
The contract is subject to the approval of the MCLINC Board of Directors and is effective only upon their approval. Proposers are bound by the deadline and location requirements for submittals in response to this RFP as stated above. Proposals will remain effective for MCLINC review and approval for 60 days from the deadline.
If only one proposal is received by MCLINC, it may negotiate with the proposer or seek additional proposals on an informal or formal basis during the 60-day period that proposals are effective.
CONSULTANT QUALIFICATIONS
MCLINC is seeking a consultant familiar with non-profit organizations and goal-oriented strategic planning. Prior experience with public library consortia, particularly with understanding of basic network/technology requirements, is an added plus.
REQUIRED SUBMITTALS
Proposals shall contain the following information: ● Credentials of Consultant(s)
Applicant’s name and contact information. Include contact information and resumes of all project participants. If awarded a contract, the firm may not change the staffing assigned to the project without approval by MCLINC. ● Relevant Work
Description of past work illustrating similar studies and projects, including examples and/or excerpts, and a list of references from at least two similar projects.
● Approach
A narrative description of the proposed effort and a list of the items and reports to be delivered and the services to be provided. Description of methodology, survey tools and plans, including estimated timetable for
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Itemized cost of proposal including number of days and fees for each consultant, number of proposed site visits, estimated travel and reimbursable costs. Assessment of expected support from MCLINC stakeholders. If
awarded a contract, the consultant is bound by this price in performing the work. The contract price may not be exceeded unless the contract is amended to allow for additional costs. The method of billing must be stated.
Certification
A signed statement that the consultant shall comply with all copyright, federal assurances, nondiscrimination/sexual harassment clauses, ADA requirements and integrity provisions.
EVALUATION CRITERIA
● Understanding of the Problem
This refers to the consultant’s understanding of the needs that generated the RFP, of the objectives in asking for the services and of the nature and scope of the work involved.
● Experience and Personnel Qualifications
This refers to the ability of the consultant to meet the terms of the RFP, especially the quality, relevancy and currency of previous projects completed. Qualifications of professional personnel assigned to the project shall be measured by education and experience.
● Soundness of Approach
Emphasis is on the techniques for collecting and analyzing data, strategies for eliciting member input, sequences and relationships of major steps and methods for managing the study. Emphasis shall also be placed on the clarity of the proposal, the timeline given and the consultant’s availability.
● Interviews
MCLINC reserves the right to hold interviews with candidates as part of the selection process. ● References
MCLINC reserves the right to contact any and all provided references as part of the selection process. ● Cost
The budgeted amount for this project is $20,000. Proposals below and above this amount will be considered, but cost will be part of the evaluation criteria.
301 Fayette Street, 2nd Floor, Conshohocken, PA 19428 610-238-0580 www.mclinc.org
MCLINC STRATEGIC PLAN
2016-2019
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INTRODUCTION
The Montgomery County Library & Information Network Consortium (MCLINC) was established in 1995 and “operates as an independent consortium, reporting only to its Board of Directors, which is composed of representatives from member libraries. This arrangement ensures that all member libraries have input into the development and operation of MCLINC…” (Inventing the Future of the Montgomery County Library & Information Network Consortium (MCLINC): Findings Document, Himmel & Wilson Library Consultants, August 2006). Today, MCLINC serves over 90% of Montgomery County residents through its 16 independent member libraries, their 31 buildings and several mobile units.
MCLINC has been guided by studies and strategic plans for many years. In August 2006, Himmel & Wilson Library Consultants conducted a study of MCLINC and reported their findings in Inventing the Future of the Montgomery County Library & Information Network Consortium (MCLINC): Findings Document. In 2011, MCLINC updated its goals with the MCLINC Strategic Plan 2012-2014. In January 2015, the MCLINC Board and System Administrator made the determination to review these past studies/plans in order to update the strategic plan priorities for the organization.
The decision to update MCLINC’s Strategic Plan was made for several reasons. The last strategic plan’s timeline had expired in 2014. Over the last two years, MCLINC had experienced significant staff turnover at headquarters (HQ), including a change in the system administrator. Finally, MCLINC had undergone a major and highly complex
network migration from a hub-and-spoke configurationto business class broadband.
The MCLINC that came out of those experiences is vastly changed from the one before, and this plan attempts to answer the question “What does it mean to be MCLINC
today?” What follows is a tool designed for internal use that attempts to answer this question by clearly defining a path and to convey MCLINC’s priorities for the next three years.
METHODOLOGY
A committee, representing MCLINC member libraries and headquarters, was convened to develop this plan. Members included: Kathleen Arnold-Yerger (MC-NPL), Adeline Ciannella (WJ), Cherilyn Fiory (UDP), Sukrit Goswami (HQ), Erin Halovanic (HTP), Marycatherine McGarvey (FLS), Sharon Moreland-Sender (HVP), and Carrie Turner (CTL). Their first meetings served as brainstorming sessions that included an informal evaluation of MCLINC’s current status. From those discussions, goals, objectives and
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tasks began to formulate the basis of the updated plan. The plan went through three drafts, the third of which was presented to the MCLINC Board for consideration. After discussion and some changes, a final draft was approved unanimously at the August 21, 2015 meeting of the Board of Directors.
ASSUMPTIONS
Certain assumptions were made by the Strategic Planning Committee members in the drafting of this document. It is essential that all MCLINC internal stakeholders (both member libraries and headquarters staff) understand and embrace these assumptions in order for the plan to be a success. They are:
MCLINC refers to both the Headquarters (HQ) unit and the 16 member libraries
comprising the consortium.
The role of MCLINC headquarters (HQ) is to support the needs and expectations
of its member libraries as defined in the membership agreement.
The role of MCLINC member libraries is to serve directly the residents of
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Goal 1
MCLINC services meet member libraries’ needs and expectations
Objective 1
Determine the needs and expectations of the member libraries as they relate to the consortium
Tasks
● Create a committee to annually assess the needs of member libraries as they relate to the consortium and identify strengths and weaknesses of MCLINC in meeting those needs
● Prepare an annual action plan to build on our strengths and address weaknesses
Objective 2 Improve the usability of the current ILS
Tasks
Investigate strategies to seamlessly merge digital collections into the catalog
● Identify and pursue enhancement opportunities of the current ILS
● Establish and maintain Z39.50 connections with libraries in the region and with Access PA
Objective 3
Determine the most efficient and effective network configuration to meet the consortial needs of member libraries
Tasks
● Explore contracting with a network design consultant to investigate the feasibility of MCLINC independently administering the network
● Perform a survey of wireless connectivity to identify strengths and weaknesses ● Prepare for the next network migration
Objective 4
Continually investigate new services, policies and procedures to improve the
functionality of MCLINC for the purposes of elevating the public experience delivered by the member libraries
Tasks
Include in committee meeting agendas time to discuss and evaluate trends that
are likely to impact future library services
Review trends and potential new services annually with the MCLINC board and
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Monitor national and state trends including alternative ISP and ILS options
Goal 2
Ensure that MCLINC Headquarters staff and key member library staff (ie. catalogers, MACs) work together effectively to support the goals and priorities of the consortium
Objective 1
Effectively support MCLINC operations with qualified staff
Tasks
● Develop core competencies for key staff positions (HQ and member library representatives) identified within the consortium
● Develop a training plan for each key position
Objective 2
Facilitate effective communications among MCLINC Headquarters and member libraries
Tasks
● Perform a communications audit
● Investigate options for a revised and enhanced MCLINC Web site and Intranet ● Review and update the MCLINC Directors’ Notebook
● Investigate virtual meeting venues
Goal 3
MCLINC facilitates cooperation among member libraries to support the vitality and sustainability of the Consortium.
Objective 1
Work toward creating a barrier-free user experience
Tasks
● Create a task force to identify barriers and challenges to a positive user experience and create a plan to address them
● Identify opportunities to align policies, practices and procedures to create a seamless public experience
Objective 2
Foster an environment for resource sharing and taking advantage of economies of scale
Tasks
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● Facilitate implementation of new group purchases and endeavors
● Develop a resource sharing policy to be incorporated into the Membership Agreement
Objective 3
Establish service standards for efficient operation of the Consortium
Tasks
● Convene a Membership Committee tasked with annually reviewing membership documents and policies
● Develop and communicate technology standards for member libraries ● Review and update existing database standards
Objective 4
Develop budgets that support the strategic plan and MCLINC’s economic sustainability
Tasks
Project operating and capital expenses four years out
● Develop a financial plan to ensure sustainability of Reserves ● Create a committee to investigate alternative revenue sources
