Library_Monitor_Position_Solicitation_Specs_Final.pdf
PDF 171 KB Posted
- Attached to
- TDOC Library Services State and local contract opportunity
- Solicitation number
- Event 32901-13729
- Issued by
- Davidson County, Tennessee
About this file
This document is a solicitation specification from the Tennessee Department of Correction (TDOC) for Library Services, Event # 32901-13729. The purpose is to procure a qualified contractor to provide consulting on essential library services and deliver annual training for twelve (12) TDOC facilities. The selected contractor will be responsible for developing a comprehensive library monitoring instrument, conducting annual training, and providing technical assistance. The contract requires the contractor to have a degree in library services, a valid driver's license, pass a background check, and submit training materials for approval. The contractor will conduct thorough on-site monitoring of library operations at approximately twelve facilities, with each site to be monitored annually during the fiscal year starting July 1.
The pricing structure requires the contractor to submit a comprehensive price proposal that includes travel, materials, associated fees, and additional expenses for each line item. The contract includes specific deliverables such as developing an eight-hour annual training for library staff, providing technical assistance to institutional library supervisors via email and on-site visits, and offering up to one hour per month of consultation at no additional cost. The contractor must comply with state and federal regulations related to correctional facility programs. The training can be delivered via Microsoft Teams, with dates to be mutually agreed upon at least 90 days in advance, and will require submission of sign-in sheets and feedback forms within seven days of training completion.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| SHARE_32901-13729_0.00.pdf | ||
| Library_Services_Facility_Sites.pdf | ||
| TDOC_Library_Services.pdf |
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Text version
Department of Correction • Sixth Floor Rachel Jackson Building • 320 Sixth Avenue North • Nashville, TN 37243 • Tel: 615-741-1000 • Fax: 615-532-8281 • tn.gov/correction
Specifications
Tennessee Department of Correction (TDOC) Library Services
Event # 32901-13729
1. Purpose
2. The purpose of this solicitation is to procure a qualified Contractor to provide consulting on essential library services and deliver annual training for twelve (12) TDOC facilities in an agreed upon central location. Scope of Work
The awarded Contractor shall be responsible for developing and delivery a comprehensive library monitoring instrument, training, and technical assistance.
3. Contractor Requirements
a. Contractor must have a degree in library services or an advanced degree in a relevant subject area with library experience.
b. Contractor must have a valid driver's license.
c. Contractor shall undergo a background check and meet facility security clearance requirements.
d. Contractor shall submit all training materials to TDOC for approval prior to training dates.
4. Deliverables Contractor shall provide the following deliverables:
a. Facility Library Monitoring.
1. The Contractor shall develop a comprehensive library monitoring instrument with metrics, facility checklist, and tentative agenda to evaluate the State’s institutional libraries for compliance with American Correctional Association (ACA) Standards, departmental policies, and the current best practices in the field of library science. The monitoring instrument shall be subject to approval by the State’s Superintendent of Education.
2. The Contractor shall submit a tentative monitoring schedule for each facility no less than thirty
(30) days prior to each scheduled institutional visit. In the event that a facility visit must be rescheduled, the Contractor shall notify the site Principal, Associate Warden of Treatment, and State Superintendent of Education and provide a revised schedule no less than fourteen (14) business days prior to the new proposed visit date.
3. The Contractor shall conduct a thorough on-site monitoring of all library operations at each institution’s library [approximately twelve (12) facilities with multiple library sites]. Each site shall be monitored annually during the term of the start of the fiscal year (July 1).
4. The Contractor shall provide a sign-in sheet of staff in attendance and a written report for each library monitored within fourteen (14) days of the on-site monitoring. The reports shall be submitted via email to the site Principal, Associate Warden of Treatment, and State Superintendent of Education.
5. Any additional visits beyond the approved monitoring schedule must be requested in advance by the Contractor, which must include a clearly stated purpose for the visit, and are subject to written approval from the State Superintendent of Education.
6. Any additional site visits requested by facilities must be jointly arranged and approved by the Contractor and the State Superintendent of Education, with final authorization provided in
Department of Correction • Sixth Floor Rachel Jackson Building • 320 Sixth Avenue North • Nashville, TN 37243 • Tel: 615-741-1000 • Fax: 615-532-8281 • tn.gov/correction writing by the State Superintendent. All work performed on the State’s premises shall be completed during the State’s standard business hours and according to institutional schedules.
b. Training.
1. The Contractor shall, on an annual basis, develop and deliver eight (8) hours of training in library services to the State’s library staff. Official training shall be conducted at least six (6) months prior to all monitoring. The training curriculum and materials shall be submitted for approval to the State Superintendent of Education at least fourteen (14) days prior to delivery of the training.
2. The training may be delivered in a single 8-hour session conducted via Microsoft TEAMs. The training dates shall be mutually agreed upon by both parties no less than 90 days in advance of the proposed date.
3. The Contractor shall submit a sign-in sheet of trained staff and completed attendee feedback forms within seven (7) days following the delivery of the training. The documents shall be submitted via email to the State Superintendent of Education.
c. Technical Assistance.
1. The Contractor shall provide technical assistance to institutional library supervisors via email and/or on-site during the annual monitoring visits and to the TDOC administrators as required by the State.
2. Such technical assistance shall include responding to inquiries related to library operations, coordinating library services, and providing recommendations for library materials.
3. The Contractor shall be available for telephone or email consultation during regular weekday hours as agreed upon by both parties.
4. Up to one (1) hour per month of telephone or email consultation shall be provided at no additional cost to the State.
5. Should more extensive technical consultations be requested by the State, the number of hours requested shall be agreed upon in advance by the State and the Contractor.
5. Compliance & Insurance
a. Contractor shall comply with all state and federal regulations related to correctional facility programs.
6. Pricing Structure
a. Contractor shall submit a comprehensive price proposal inclusive of travel, materials, associated fees, and any additional expenses for each line item.
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