Typical Request for Proposal for Library
Include short history and current circumstances of the
library here. Include circulation and use data.
Indicate budget circumstances for the past several years
and anticipated future prospects. If there are major problems or opportunities,
these should be highlighted here.
Current Planning Issues
Indicate the librarys current planning status. If there
is an existing plan, indicate when it was developed, by whom, and its current
Need for the Project
The board and administration should have developed a list
of reasons for needing to do a planning process with a consulting firm. Those
reasons should be spelled out here.
A preliminary budget for this project has been approved and
vendor bids may not exceed $_____. (Optional)
As succinctly as possible, provide a description of the
project and the outcome that the library is expecting. This will be expanded
upon in later paragraphs under Scope of the Work.
Scope of the work
- Tasks lay out the specific tasks envisioned for the
consultant. This would include the type of meetings, surveys, and other
activities expected. If there are special requirements, such as a budget
review or building assessment, these should be noted.
- Reports the types of reports needed should be
specified here. If a building assessment is required in addition to a long
range plan, that fact should be specified. If a number of drafts are being
required for review by the planning committee and/or board, that should be
noted as well.
- Meetings consultants should be advised regarding the
number and location of meetings they are expected to attend, especially if
they are coming from out of town.
- Presentations if interim or final reports will need
to be made to the Library Board and/or other agencies, this should be noted
here with an indication of the time frame and type of presentation required.
- Work not required if there are specific things that
are not expected of the consultant, for instance local research on
demographics or conducting surveys, this should be noted here.
- Stakeholders- the key groups and individuals that have
a major stake in the success of the operation should be indicated, although
this group may be expanded during the project.
- Timeline the length of time allotted for the project
and any significant interim steps or milestones should be clearly
- Costs. the consultant should be required to indicate
travel, communication and other costs as part of the entire bid. The bid
should indicate the hourly (or daily) consultant costs for visits as well as
for background work.
Required Proposal Format
- Understanding of the Project consultants provide an
overview of the project, its purposes and expected outcomes.
- Statement of Work this section is where the
consultant provides the specific details of the project and how it will be
carried out for this library. Tasks should be listed with details on
deadlines and benchmarks along the way. There should be a summary of the
timeline for the entire project here, with additional schedules and
timelines for more extensive projects.
- Experience, Credentials & Qualifications the
consultants will provide their professional background information here. If
the library has specific requirements, such as having at least one person in
the consulting firm with a Masters Degree in Library Science and library
administrative experience, this is the place to indicate it. Consultants
should be asked to provide information on all individuals that will be
working on the project, not just the main members of the firm.
- References the names of other libraries for whom the
consultant has done work and contact persons at these organizations should
- Exclusions or Exceptions if there are parts of the
proposal that the consultant feels is work that is beyond the scope of the
project, beyond the expertise of the consultant, or better handled by local
library staff, this is the place to indicate these points.
- Additional Documentation (optional) consultants may
want to present additional documentation that will help the library in its
Assumptions and Agreements
The contract between the library and the consultant is
expected to include the following items:
- The project must be completed by ___________.
[Indicate penalty for non completion.]
- The library will appoint one person, with decision
making authority, to serve as a project coordinator/manager.
- The library will provide appropriate support
documentation for the successful completion of the project.
- There will be no significant changes to the project
during the project, unless they are mutually agreeable to the library and
- At the conclusion of the project, all materials
developed will become the exclusive property of the library. In addition,
any and all work sheets and other working documentation will also become the
property of library.
- When applicable, travel and lodging will be billed at
cost. Ground travel will be billed at the standard rate used by the library.
Air travel will be by coach with a major U.S. airline. Lodging and meals
will not exceed $____ per day. All postage, UPS ground, overnight delivery,
and shipping charges will be billed at cost. All telephone and data
transmission charges will be billed at cost.
- Basis for billing for services and products completed
will be submitted at the end of each month (or end of the consulting
- Billing for travel, lodging, meals, postage, shipping,
etc will be invoiced separately at the end of each month (or at the end of
Contact for Questions
- Contact person indicate name and preferred contact
method (e-mail, fax, phone, mail, etc.) for all consultant questions.
- Questions indicate deadline date for all questions
here. (Relevant questions and answers will be distributed to all who have
confirmed their intentions to submit a proposal.)
- Available Library Documents indicate which current
library documents are available for distribution to bidders. Examples are:
previous long range plans, annual reports, etc.
- Basis for Award of Contract - Indicate the method of
bid award. Use current board or municipal guidelines. Basis could be the
low bid or the ost appropriate bid for the project. The library should
probably reserve the right to reject any and all bids.
- Interview dates (if any) indicate when the board
will be interviewing selected candidates.
- Award Date indicate when the contract will be