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Bids & Requests for Proposals

Bids and QuotesRequest for Proposals - Consensus-Building Facilitator

The Cumberland County Library System (CCLS) Board seeks a Facilitator to help support and facilitate a consensus-building process (Building Consensus: Library Services in Cumberland County) with the Cumberland County Commissioners to develop a shared vision of public library roles and services, including a business model with long-term, sustainable funding strategies.

 

  • Request for Proposals - Facilitator (PDF, 49 pages, 746k)
  • Addendum: The RFP requests that responses be limited to three pages.  The three pages are limited to the following sections:  b) Understanding of the Project; c) Statement of Work; and g) Support Required of Library System.  The following sections: a) Cover Letter and e) Project Cost are each one additional page.  The following sections: d) Experience and Credentials and f) Qualifications of Proposer  sections are considered addendums.
  • Revision to RFP (September 2, 2014) - See below
  • Clarification: Question: Are the Community Panels moderated discussions, or are there presentations followed by discussion?  Answer: There would be very BRIEF presentations by panelists in response to some targeted questions that would be posed in advance.  There would then be follow-up questions and discussion.  The Facilitator would need to keep people on topic, within scope, within time, and summarize.

RFP Timeline

  • Issued:  Friday, August 8, 2014
  • Notice of Intent to Respond Due: Wednesday, August 27, 2014
  • RFP Questions due: Wednesday, August 27, 2014
  • Response Due: Wednesday, September 3, 2014 Friday, September 12, 2014, 4:30 pm (EST)

RFP Revision

The original Suggested Scope of Work outlined in the RFP does not include sufficient opinions and expertise from Cumberland County constituents.  In addition, by relying extensively on interviews with the commissioners, it did not contribute to a good consensus building process.    Also, the Library System and the County desire a more compressed process that does not rely on a lot of report production.

Thus, we are extending the deadline for responses to the RFP to Friday, September 12, 2014.

The RFP's suggested scope of work is revised to include:  [Please note, this is a suggested scope of work.  Your ideas and suggestions are welcome.]

Work is expected to begin Fall 2014 and conclude in late winter 2015.    (The timeline is lengthy due to possible scheduling problems for the participants)

Note that any meetings where a majority of County Commissioners or Library System Board members are present must comply with the Sunshine Act and be open to the public/news media.

A suggested scope of work might include:

  1. Confirm Project Goals/Deliverables: Facilitator meets with Project Steering Committee to review and finalize project goals, deliverables, timeline and initial background information that must be prepared in advance of first consensus-building session. 
  2. Community Panels: Facilitator conducts at least three public fact finding sessions with County Commissioners and Library System Board on the following topics: library finances; community needs; services and vision.  Each session will focus on a single topic to obtain information from community panels that consist of citizens who are knowledgeable about the topic being discussed.  Each session will include discussion and will identify preliminary conclusions and areas for further research.  (Note: Sunshine Laws apply)  For example:
    1. Library Finances: Panel members to include experts in private fundraising, municipal and school district funding; state funding; county funding; library fundraising, etc.
    2. Community Needs: Panel members to include experts in early literacy, adult literacy, lifelong education, elderly, etc.
    3. Library Services & Vision: Panel members to include experts in library service initiatives, libraries of the future, etc.
  3. Summarize and Report Community Panel Results: Working with the System Executive Director and County Chief Clerk, the facilitator summarizes session input and compiles a Preliminary Findings Report that reviews each issue area and outlines findings, recommendations, areas of disagreement and areas for further research.  Facilitator conducts input session with Project Steering Committee, reviewing the Preliminary Findings Report in order to determine course of action, recommendations, research needs, etc.  Under leadership of System Executive Director, the Project Steering Committee develops draft Response and Recommendations Report.
  4. Consensus-Building Session with County Commissioners:  Facilitator conducts consensus building session with County Commissioners and Library System Board to obtain input on draft Response and Recommendations Report, identifying areas of agreement, and helping to resolve any remaining areas of disagreement.  (Note: Sunshine Laws apply)
  5. Summarize and Report Session Results: Working with the System Executive Director and County Chief Clerk, the facilitator compiles all deliberations and work products and develops a draft Final Summary Report that reviews each issue area and outlines findings, recommendations and agreements, and makes recommendations for resolution of any remaining areas of disagreement. The Project Steering Committee collaborates on Final Summary Report to define initial implementation requirements, evaluation metrics, timelines and challenges.  Draft Final Summary Report is forwarded to Library System Board and County Commissioners for review and input.
  6. Conduct Final Consensus-Building Session: Facilitator conducts final consensus building session with County Commissioners and Library System Board to obtain input, identify areas of agreement, and to help with resolution of any remaining areas of disagreement.  (Note: Sunshine Laws apply)
  7. Summarize and Report Session Results:  Facilitator summarizes session input and working with the System Executive Director and County Chief Clerk completes Final Summary Report, outlining agreements, recommendations and items for future action.  Forwards document to governing boards for review and acceptance.
  8. Approval by Governing Boards: Review and acceptance by the CCLS Board; review and acceptance by County Commissioners. (Note: Sunshine Laws apply)
  9. Implementation Planning Begins: Project Steering Committee develops implementation plan, including integration/modification with existing strategic plan and integration into future staffing and budget decisions. Project Steering Committee develops success metrics based on new vision, business model, etc.

 

 

 

Page Updated: 

September 2, 2014

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