Strategic Planning_FMP_Final.pdf

Request for Proposals

Date: October 15, 2024

Proposal Deadline: 5:00 p.m., November 20, 2024 (MT) uploaded electronically only to the Rocky Mountain e-purchasing system website.

REQUEST FOR PROPOSALS: Consultant Services

LARAMIE COUNTY LIBRARY

STRATEGIC PLAN AND

FACILITIES MASTER PLAN

The Laramie County Library System (“Library”) is requesting written proposals from qualified consultants or firms for a Laramie County Library Strategic Plan and Facilities Master Plan.

Interested Consultants/Firms are invited to provide proposals including qualifications which demonstrate experience and ability to execute the scope of work.

Proposals shall only be submitted electronically through the Rocky Mountain E-Purchasing System (BidNet) at www.bidnetdirect.com/colorado) no later than 5:00 p.m., (MT), November 20, 2024. Please be advised that proposals MUST be submitted through BidNet to be considered responsive. If you need assistance with the registration or proposal upload process, you may call BidNet’s vendor support at 1-800-835-4603 or e-mail e-procurementsupport@bidnet.com. No late proposals will be considered.

Proposal Note: BidNet file size is limited to 25MB per file. Should a proposal exceed that size, make sure to split the document to accommodate the limitation and upload multiple documents if necessary.

For any questions or issues contact vendor support above.

GENERAL INSTRUCTIONS

AVAILABILITY OF FUNDS

Funds are currently available for the award, into 2025 and through the entire contract period.

PRE-PROPOSAL MEETING AND SITE VISITS

An optional pre-proposal meeting and site visit is scheduled for October 28th, at 10:00 a.m. (MST) at the Laramie County Library in Cheyenne, WY. The purpose of the meeting is to assist prospective proposers in regard to the scope of work, required qualifications, proposal submittals and/or any other requirements of the solicitation. Participation is not mandatory.

Optional site visits at any library location are encouraged during normal business hours of operation. Consultants/Firms will be utilizing their own vehicles for visit sites.

CONTRACTOR ATTENDANCE

If a member(s) of your company plans to attend the pre-proposal meeting, please email your contact information (Name, company name, phone number, and email address) to agaona@lclsonline.org.

QUESTIONS

Written questions regarding this RFP solicitation shall be emailed to Antonia Gaona, Executive Director, at agaona@lclsonline.org no later than November 4th, 2024 at 5:00 pm MT. Inquiries received after the questions due date and time may not be addressed. Responses to written inquiries (if required) will be published in the form of an Addenda/Addendum and posted on BidNet.

CONTACTS DURING THE SOLICITATION PROCESS

Any questions, comments or other communications shall be directed to the Executive Director identified above in the Questions section. No other contact shall be made regarding this RFP solicitation with any other Library Employee, Board Member, County Agent, etc., during the RFP solicitation process. Failure to comply with this requirement may result in the offending company being removed from consideration.

RFP Timeline A tentative schedule of key dates has been established as follows:

Request for Proposal Issuance October 15, 2024

Pre-proposal Meeting October 28, 2024, 10:00 a.m.

Deadline for Written Questions November 4th 2024, 5:00 p.m.

Proposals Due November 20, 2024 by 5:00 p.m.

Notification of Short-listed Bidders December 4, 2024 by 5:00 p.m.

Interviews with short-listed bidders December 2024

Consultant selected Award agreement finalized and issued

January 2025

RFP SOLICITATION PROCESS

This RFP is being solicited under a multi-step procurement procedure consisting of several phases.

The First Phase requires all interested consultants or firms to submit a proposal addressing items cited in the Submission Guidelines & Requirements of the solicitation. Proposals will be evaluated and ranked based on the Evaluation Factors outlined in the solicitation and these factors will used to select a short list of consultants or firms for further participation and evaluation. Only those consultants or firms who are placed on the short-list, on the basis of the evaluation criteria, will be considered during the interview phase.

During the Second Phase, interviews may be held with the short-listed firms. Interviews may be waived if a direct selection of a firm is made based on the unanimous findings of the committee.

Proposals will be considered only from consultants or firms who are firmly established in an appropriate business, who are financially responsible, and who have the resources and ability to offer services in a professional and expedient manner. The library will reserve the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposal(s) deemed most advantageous and in the best interests of the organization.

During the Third Phase, the selected consultant (as identified by the interview panel and finalized by library administration) will be notified of their selection and both parties will work towards finalizing terms and the engagement agreement, which will then be reviewed by Laramie County Attorney’s office as a binding contract.

LICENSES AND INSURANCE

The successful Consultant/Firm, without additional expense to the Library, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the prosecution of the services.

The awarded firm will be required to furnish a Certificate of Insurance including Professional Liability.

The Library shall be named as Additional Insured on Commercial General Liability and Auto Liability policies.

ADDENDUM TO THE REQUEST FOR PROPOSALS

The Library reserves the right to amend by an addendum or addenda to this RFP solicitation, at any time and/or a multiple number of times prior to the date set for receipt of the submission of proposals. Addenda or addendums will only be posted and updated on the Rocky Mountain E- Purchasing System located at www.bidnetdirect.com/colorado. It shall be the responsibility of firms to obtain all addenda’s/addendums from the Rocky Mountain E-Purchasing System. Firms registered for the paid bidding notification service shall be notified either by fax or email depending on the service that they have subscribed to. It shall be the responsibility of prospective firms registered for the no charge, no notification service on the Rocky Mountain E-Purchasing System to monitor the Rocky Mountain E-Purchasing System for any addenda’s/addendums. Failure to do so may lead to reliance on incomplete, inaccurate, or out of date information when submitting proposals. If revisions are of such a magnitude to warrant, in the Library’s opinion, the postponement of the date for receipt of proposals, an addenda/addendum will be issued announcing the new date.

CONFIDENTIALITY

Please be aware that proposals submitted to the Library in response to this Request for Proposals solicitation shall be subject to open records requests. Any privileged or confidential information in the Consultant’s or Firm’s proposal shall be specifically identified as such by the Consultant or Firms.

Should the Library receive a request for the release of any information in the Consultant’s or Firm’s proposal in accordance with the open records law, the Library will review the Consultant’s or Firm’s proposal, giving consideration to the portions that the Consultant or Firm indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential. Firms will be notified of any open records requests prior to the release of such information.

Subletting of Contract The Consultant or Firm is able to assign or sublet the whole or any part of the contract with prior written consent of the Library.

Changes in Scope of Work The Library’s Executive Director will agree that any change of scope in the services to be performed after the original contract has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original contract by addendum.

Additional Information The Library reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposal deemed most advantageous to the best interest of the Library.

Firm Acceptance of the Request for Proposals By submitting a proposal in response to this Request for Proposals solicitation, the Consultant or Firm accepts all of the conditions described in this Request for Proposals solicitation, including the Sample Professional Services Agreement, and agrees to abide by all final decisions made by the Library

Table of Contents SECTION 1: Project Statement & Background SECTION 2: Project Scope SECTION 3: Submission Guidelines & Requirements SECTION 4: Evaluation Factors

Attachments ATTACHMENT A: Sample Professional Service Agreement

SECTION I

Project Statement & Background

GENERAL PROJECT STATEMENT

The Laramie County Library System (the “Library”) invites written proposals from qualified consultants or firms to develop a Strategic Plan and Facilities Master Plan. Interested consultants and firms are encouraged to submit proposals that demonstrate their experience and capability to fulfill the project scope.

BACKGROUND

The Laramie County Library System is an award-winning organization that sets the bar for service regionally and nationally. Named the Library of the Year by Library Journal in 2008, it serves as a vibrant hub for engagement, literacy, learning, and lifelong curiosity. With nearly 385,000 visitors annually across a 103,000 sq. ft. central library, two branch libraries, and a bookmobile, the Library fosters a knowledgeable and engaged community.

Currently, LCLS serves a population of approximately 100,800 through its Cheyenne library, rural branches in Pine Bluffs and Burns, and a bookmobile. The Library employs nearly 90 staff members, operates on an annual budget of $11 million, circulates more than 705,000 items each year, and maintains a collection of over 319,000 items.

For more information, please visit www.lclsonline.org.

Laramie County Library (Cheyenne Building)

The Laramie County Library System is the oldest continuously operating library system in the United States, evolving alongside the community it serves. The current Cheyenne facility, which opened in 2007, was funded through a voter-approved Specific Purpose Tax. This three-story building includes five public meeting rooms, an extensive audiovisual collection, exhibition display cases, and a café offering meals, snacks, and beverages.

The second floor is dedicated to youth, featuring The Early Literacy Center and My Library Place— interactive spaces that are frequently utilized. The Teen Zone, designed to appeal to adolescents, provides computers for homework, collaboration, and gaming, and is set to undergo a refresh themed around HOMAGO (Hang Out, Mess Around, Geek Out).

The third floor houses special collections, including a dedicated genealogy research area and local history resources. It also features a computer center equipped with state-of-the-art podcasting and studio equipment, public access computers, and 3D printing services.

A significant opportunity for improvement lies in the absence of a makerspace or a collaborative, hands-on learning area, which will be a key focus for potential reconfiguration and enhancement.

Pine Bluffs Branch Library

Opened in 1923, the Pine Bluffs Branch Library spans approximately 3,000 square feet and serves a rural community of about 1,200 residents. Despite its smaller size, the branch offers full-scale library services and programs. Dedicated spaces for youth and teens provide areas for computer access, reading, and socializing; however, the branch currently lacks a meeting space.

Recently, the library received a Wyoming Library Multi-Purpose Community Facility Grant to expand services to rural communities. This branch will transition to a hybrid model, offering staffed hours alongside new self-serve access via Bibliotheca’s Open+ library extended access feature. This facility has been identified as underperforming in meeting community needs due to space and amenity constraints, making it a primary target for renovation, expansion or relocation.

Burns Branch Library

The Burns Branch Library, established in 1933, is conveniently located between Cheyenne and Pine Bluffs, providing shorter travel times and broader access to resources for rural residents. Renovations completed in 2001, largely funded by donations, have maintained the facility’s relevance. A substantial donation in 2023 allowed for a complete furniture refresh. The building measures approximately 4,500 square feet and serves the community effectively with dedicated spaces for youth and teen patrons, as well as a meeting room.

Like Pine Bluffs, Burns will also adopt a hybrid model with self-serve access through the recently awarded Wyoming Library Multi-Purpose Community Facility Grant.

Bookmobile

The Bookmobile serves as the Library’s mobile branch, funded by a voter-approved Specific Purpose Tax. Operational since November 2006, it provides essential library services, including programs, events, and internet access, to smaller rural communities. The Bookmobile visits schools, daycares, and local events, reaching those unable to visit a physical library. A new Specific Purpose Tax, approved in 2021, is currently funding the purchase of a new vehicle, with planning and preparation underway.

PROJECT GOALS

The Library seeks proposals from qualified consulting firms to develop a Strategic Plan for library services and conduct comprehensive facilities visioning work as well as produce a facilities conditions report for the Library’s Facilities Master Plan. The primary goal is to align services with community needs, enabling informed decisions regarding potential renovations and expansions. Through this initiative, the Library aims to enhance its offerings and maintain its role as a vital community institution.

The selected firm will provide high-quality, evidence-based, and community-informed insights and strategic recommendations. This partnership will play a crucial role in shaping the Library’s future, ensuring it remains a cornerstone of education and community engagement.

A note on timeline: Project timeline will be determined between the successful bidder and the Library.

Completion date of the Strategic Plan and the Facilities Master Plan is flexible and subject to best practices and recommendation from consultant. A hard deadline does apply to any information and materials related to possible service location expansion or major renovation needs and associated costs.

These materials must be complete by mid to late summer 2025 in order to be presented for a fall capital improvement ballot in the November 2025 county election. Further specifics about this need will be discussed upon consultant selection.

SECTION 2

Project Scope

The below scope of work is not to be considered all-inclusive for this project. The scope provided shall be indicative of the work to be provided. The successful Consultant/Firm may need to provide additional work as required. A final scope of work and schedule will be developed by the selected Consultant/Firm in counsel with the Library’s Executive Director and designated staff.

The selected Consultant/Firm(s) will provide research, analysis, and recommendations for a library strategic plan that will help focus and inform public service offerings as well as accompanying facility priorities for Laramie County Library. This work will include, but is not limited to, the following tasks:

STRATEGIC PLAN

In order to provide a comprehensive and meaningful strategic plan, the selected consultant must complete an assessment of current/emergent community needs in relation to library services and facilities.

Review and summarize in a written report the community trends, needs, and aspirations that may be addressed by Laramie County Library.

A collection of some relevant resources will be provided for an environmental scan. Resources may include plans from: Laramie County, Greater Cheyenne Chamber of Commerce, Cheyenne LEADS, Laramie County Community College, Reed Avenue Corridor Project, the Downtown Development Authority, and the Cheyenne Community Recreation & Events Master Plan.

This assessment aims to ensure that the Library meets the current and future needs of the community it serves through responsible planning and informed decision-making.

This part of the strategic plan will include these tasks:

Evaluate the current and projected needs of the community (groups, partners, stakeholders, non-library users) that the Library serves regarding library services;

Gather data through surveys, focus groups, and community meetings; and

Analyze demographic trends, usage patterns, needs and community feedback to identify service gaps and opportunities for improvement;

Include the resulting data from the surveys and community engagement activities, into a written executive summary that outlines recommendations of needed service and facility improvements, including expansions and potential new/different locations;

Provide strategic recommendations/goals for the next five (5) years. Prioritize recommendations to resolve any identified deficiencies.

The selected Consultant/Firm(s) will produce written, graphic, and digital documentation that clearly presents the data and recommendations.

FACILITIES MASTER PLAN

This project will include a visioning review of current library facilities as well as produce a conditions report of these facilities. Current uses, needs, as well as projected uses of the following existing Library facilities and their site will be examined:

Facility Building Address Estimates Square Feet

Laramie County Library 2200 Pioneer Ave. 103,000 Burns 112 Main St. 4,500 Pine Bluffs 110 East 2nd St. 3,000

The sites listed above will be looked at individually and as they may relate to each other. The goals of the study are as follows:

Evaluate individual facilities from an operational standpoint.

Review individual facility operational efficiencies in the context of library operational and customer service goals.

Support the efficient use of facility site and space.

Evaluate the facility condition, included but not limited to, interior and exterior functionality, accessibility, major maintenance needs, and building systems conditions.

Evaluate individual facilities and recommend capital improvements to inform prioritization and phasing to allow for a proactive approach to addressing short and long-term needs.

Identify options that will inform the library’s capital improvement planning process as it relates to new and existing Library facilities.

Include cost estimates for capital repair, replacement and/or improvements.

This facilities master plan will include the need for and viability of expansion plans and provide recommendations for future/enhanced facilities based on the findings from the strategic plan and community assessment.

In coordination with the Library Strategic Plan, examine how city population growth projections and shifting needs will affect library operations, service and space needs.

The assessment will consist of a review and recommendation to evaluate the need for a new library location, identified potentially in east or south Cheyenne city limits.

Assess the feasibility of expanding library service locations based on community needs assessment findings.

Develop potential expansion recommendations, including possible site selection, and relevant cost estimates.

Collaborate with stakeholders to ensure proposed expansions align with community expectations and library goals.

Prepare initial visioning designs for a new facility/major facility renovation, if applicable.

The selected consultant(s) will be required to produce written, graphic, and digital documentation that clearly presents the data and recommendations.

SCOPE OF WORK

The criteria set forth below should be met to achieve successful completion of the project outlined above:

Strategic Plan

Advise, assist, and collaborate with the Library on the successful planning and execution of the Strategic Plan. This involves working closely with the Library Board, Director, stakeholders and key staff to design an effective assessment strategy, ensuring that all relevant community segments are considered and included in the assessment process.

Advise and provide guidance for the Library Board, Director, and key staff on processes, requirements, considerations, and subsequent actions to be taken by the Library relative to the strategic plan and community needs assessment. This includes offering expertise on best practices for conducting surveys, focus groups, and community meetings, as well as guiding the library on legal, ethical, and procedural requirements for data collection and analysis.

Organize and assist in the administration of actions in regards to the strategic plan. This involves developing survey instruments, organizing focus groups and activities, including scheduling, logistics, and participant engagement.

Advise and assist the Library with developing goals, criteria, and requirements to be addressed in the strategic plan and community needs report. This includes identifying key performance indicators and success metrics for the assessment, ensuring the report addresses critical factors such as demographic trends, usage patterns, service gaps, and community feedback.

Develop strategies for future planning based on the strategic plan and community assessment findings. This includes providing recommendations for service improvements and potential expansion based on assessment results and collaborating with Library Board, Director, and key staff to develop actionable strategies and implementation plans for addressing identified needs and opportunities.

Facilities Master Plan

Collaborate effectively with the Library Board, Director, and key staff to initiate and carry out the visioning for expanding library service locations. This includes developing a comprehensive study plan that aligns with the findings from the strategic plan and ensures all relevant factors are considered.

Provide thorough guidance and expertise to the Library Board, Director, and key staff on the processes, requirements, considerations, and actions necessary for conducting the facilities visioning process. This encompasses offering best practices for evaluating potential expansion sites, budget estimates, and resource allocation, as well as ensuring that all procedural standards are met.

Organize and administer all aspects of the facilities master plan efficiently. This involves conducting detailed site evaluations, managing logistics, and coordinating with stakeholders to ensure the facilities master plan is comprehensive and effective.

Deliver a detailed report that meets the Library’s goals and criteria. The report should include thorough analyses of potential expansion plans, site recommendations, budget estimates, and resource allocation. It should also address critical factors such as community impact, logistical considerations, and alignment with the Library’s strategic objectives.

Develop strategic recommendation based on findings of the facilities master plan.

This includes providing detailed suggestions for the most viable expansion options, outline the potential challenges and solutions, and collaborating with Library Board, Director, and key staff to formulate strategies and implementation plans.

In addition to visioning, the facilities master plan will include a facilities condition report for existing facilities.

The remainder of this page is intentionally blank.

SECTION 3

Submission Guidelines & Requirements

Please upload one (1) electronic copy to Bidnet.com. The qualified Consultants or Firm’s proposal shall include at a minimum the following information:

Guidelines for Consultants/Firms Minimum Qualifications

Consultants/Firms shall have a minimum of five (5) years of relevant experience informing library services and providing space planning and large-scale strategic planning evaluations to public and private clients. Public library services and essential facility experience required.

Bidders must list at least three (3) projects that are substantially similar to this project as part of their response, including references for each. Examples of work should be provided as well.

Submission Requirements

1. A technical proposal must be provided which outlines an overview of the proposed solution as well as the technical proposal should provide a proposed schedule and milestones, as applicable;

2. Detailed information on the Consultant/Firm’s background and experience as it relates to the scope of work, including capacity to provide resources necessary to ensure successful delivery of services and work product;

3. Provide an organizational chart showing the entire proposed team structure, as well as resume of the key personnel performing the work;

4. List all subconsultants including qualifications and relevant experience along with a resume for the active lead individual for each Consultant/Firm proposed.

5. Provide examples of demonstrated success and experience of the Consultant/Firm and proposed key staff for no less than three (3) projects of similar scope and complexity.

6. Provide proposed methodology of work to be provided. Include a suggested work plan narrative to demonstrate your Firm’s approach. Include a detailed schedule of services including proposed milestone dates and a narrative that details the schedule’s assumptions.

7. Fee Schedule:

a. Provide a complete not-to-exceed fee schedule for the Laramie County Library Strategic Plan and Facilities Master Plan Scope of Work provided for within this RFP, including hourly rates, estimated number of hours, reimbursables, etc. Include a clear definition of what is included in the not-to-exceed amount for reimbursable expenses.

b. Include any additional work you may recommend, or may be requested by the Owner, separately with associated pricing (if applicable).

c. Include hourly billable rates, valid for the entire duration of the solicitation award, for staff by title of key individuals and title for support staff for the team. Provide the name and title of the key individuals of each of the subconsultants.

8. References: Provide names and contact information for at least three relevant contracts with other clients within the past five years where similar services have been performed and the same team members have provided similar services. The Library shall be the sole judge of whether or not the team demonstrates the necessary abilities and experience.

9. If bidders have a standard set of terms and conditions, they must be submitted with the proposal.

All terms and conditions will be subject to negotiation;

10. Proposals must remain valid for a period of 60 days.

SECTION 4

Evaluation Factors

The Library anticipates selecting at least three individuals or firms to have more in-depth discussions with, and will make an award to one of the selected finalists. The library shall notify the number one top ranked Consultant/Firm when the interview process is complete.

The Library reserves the right to waive the interview process and to accept the proposal(s) deemed most advantageous and in the best interests of the organization.

The Library reserves the right to obtain financial data or other supplemental information concerning the Consultant/Firm and/or its proposed sub-consultants.

Interested Consultants/Firms will be evaluated on the criteria listed below. Interviews with top ranked Consultants/Firms may be conducted by the City's evaluation committee at its sole discretion to aid in the evaluation of a Consultants/Firms technical proposal submitted pursuant to the First Phase of this Request for Proposals solicitation.

Criteria Points Consultant/Firm’s background, experience and understanding of the scope of work, including past record of performance and sample work, and capacity to provide necessary resources.

Experience of key proposed staff, including subconsultants, as it relates to scope of work outlined.

Approach, methodology and schedule of the successful management of work to be provided.

Price: Fee schedule and hourly billing rates 15 Overall quality, clarity, completeness and responsiveness of proposal

TOTAL 100

The Library reserves the right to award the contract to the bidder that presents the best overall value to the Library, as determined solely by the Library’s Board of Directors in their absolute discretion.