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Library Strategic Plan

Last updated by Addendum #1 on Dec 6, 2023 12:06 AM

Request For Proposal

Library Services

91800, 91806, 91821, 91824, 91827... show all

Project ID: 24-024

Release Date: Thursday, November 16, 2023

· Due Date: Tuesday, December 12, 2023 5:00pm

Posted Thursday, November 16, 2023 3:40pm

All dates & times in Pacific Time

Question & Answer

Questions and clarifications about the project

The question submission deadline has passed. No more questions can be submitted.

1. Delivery Of Project Nov 20 2023 at 11:00 AM

Anonymous Nov 20 2023 at 11:00 AM
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Can this project be delivered remotely? Thanks,
Dec 5 2023 at 3:48 PM
City of Hayward
We are open to the option of the project being conducted remotely as long as there is a plan for the community meetings to be held in person.

2. Project Budget Nov 27 2023 at 11:55 AM

Anonymous Nov 27 2023 at 11:55 AM
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What is the budget for this project?
Dec 5 2023 at 3:48 PM
City of Hayward
The maximum budget is $75,000.

3. 3.2.C.1.c. Experience Nov 29 2023 at 9:55 AM

Anonymous Nov 29 2023 at 9:55 AM
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The RFP requests we provide the number of meters for each project reference we provide. Under e. Proposed Scope of Services, we are being asked to identify deliverables for the feasibility study. Since this is a strategic plan project, can the City please confirm this is hold over from a previous RFP and if we aren’t required to provide number of meters?
Dec 5 2023 at 3:48 PM
City of Hayward
Yes, that was an oversight on our part.

4. 3.2.C.1.j. Disclosure Nov 29 2023 at 9:56 AM

Anonymous Nov 29 2023 at 9:56 AM
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What is meant by “List any vendors that your company has a relationship with in Appendices”? That is an exhaustive list to compile and does not seem related to this contract. Do you mean any vendors within your City?
Dec 5 2023 at 3:48 PM
City of Hayward
Please ignore this requirement.

5. 3.2.C.1.c. Experience Nov 29 2023 at 9:57 AM

Anonymous Nov 29 2023 at 9:57 AM
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The city requests “geographic description of service.” Is the city/county identifier of the client sufficient?
Dec 5 2023 at 3:48 PM
City of Hayward
Yes, just the City of Hayward is fine.

6. 3.2.D Nov 29 2023 at 10:01 AM

Anonymous Nov 29 2023 at 10:01 AM
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Can it please be confirmed if the cover letter counts towards the 30 page limit?
Dec 5 2023 at 3:48 PM
City of Hayward
The cover letter can be in addition to the 30 page limit.

7. No subject Nov 29 2023 at 12:03 PM

Anonymous Nov 29 2023 at 12:03 PM
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We were curious if there is a budget range for this project?
Dec 5 2023 at 3:48 PM
City of Hayward
The maximum budget for this project is $75,000.

8. No subject Nov 29 2023 at 12:03 PM

Anonymous Nov 29 2023 at 12:03 PM
User information is private
Are the group meetings expected to be executed in-person or virtually?
Dec 5 2023 at 3:48 PM
City of Hayward
The community and group staff meetings would need to be held in person.

9. No subject Nov 29 2023 at 12:05 PM

Anonymous Nov 29 2023 at 12:05 PM
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Do you plan to form a Strategic Planning Committee? What level of involvement is expected from this committee in drafting the plan if it is formed?
Dec 5 2023 at 3:48 PM
City of Hayward
If having a Strategic Planning Committee is part of the proposal then we will do so. Primarily, our Management Analyst and Library Director will be the contacts for the project.

10. Date Range of Plan Nov 30 2023 at 11:21 AM

Anonymous Nov 30 2023 at 11:21 AM
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The RFP calls for a 3-5 year strategic plan. Can you expand on why there is a range of time?
Dec 5 2023 at 3:48 PM
City of Hayward
Depending on the nature of the proposal, the focus could be between 3-5 years.

11. Project Start Date Nov 30 2023 at 11:23 AM

Anonymous Nov 30 2023 at 11:23 AM
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The RFP does not list a project start date, but with a December 21, 2023 contract decision date, which just prior to the holidays, it would seem that the project start date would be some time in early January 2024. Is there a specific target date in mind?
Dec 5 2023 at 3:48 PM
City of Hayward
The start date is at the selected consultant's discretion with the understanding that we would ideally like to have a plan in place by the end of March 2024. There is some flexibility with the completion date, however, we would like to ensure we are able to use the Strategic Plan or preliminary results to help us with budget planning for the upcoming fiscal year (for example, if we need to change library hours) but there is flexibility for the final Strategic Plan.

12. Project Completion Date Nov 30 2023 at 11:24 AM

Anonymous Nov 30 2023 at 11:24 AM
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The RFP suggests that the project should be completed in March 2024. Is there a specific target date in mind for completion of the engagement and deliverables?
Dec 5 2023 at 3:48 PM
City of Hayward
Ideally, all meetings and surveys should be completed by the end of March 2024.

13. Staff Support and Participation Nov 30 2023 at 11:22 AM

Anonymous Nov 30 2023 at 11:22 AM
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The RFP specifically mentions staff support and participation in the strategic planning engagement. How does HPL define the kind and level of support and participation in the project?
Dec 5 2023 at 3:48 PM
City of Hayward
The proposal should include the type of support expected from the staff. This might include assistance with planning the community meetings, making contact with stakeholders, Spanish and Chinese interpretations etc.

14. 2021 Pre-Planning Process Nov 30 2023 at 11:30 AM

Anonymous Nov 30 2023 at 11:30 AM
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Can the planning work from the staff pre-planning process from 2021 be made available to prospective proposers?
Dec 5 2023 at 3:48 PM
City of Hayward
Yes. Please send an email to [email protected] if you would like copies of those documents.

15. Data for Community Needs Assessment Dec 1 2023 at 8:18 AM

Anonymous Dec 1 2023 at 8:18 AM
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What kinds of data do you anticipate being used in the community needs assessment, and which of these already exist?
Dec 5 2023 at 3:48 PM
City of Hayward
We have standard data such as library use statistics and city demographics. The library uses OrangeBoy/Savanah and this data can be made available. We hope the consultant will let us know what data is typically used in community needs assessments and what they would like from us so we can determine if we can provide that information.

16. Spanish/Chinese Interpretation Dec 1 2023 at 8:16 AM

Anonymous Dec 1 2023 at 8:16 AM
User information is private
The RFP says that Library staff can help with translation of the community surveys. Can the same staff provide interpretation for the community meetings in Spanish and Chinese?
Dec 5 2023 at 3:48 PM
City of Hayward
Yes, but not simultaneous interpretation.

17. Zoom Meeting Dec 1 2023 at 8:14 AM

Anonymous Dec 1 2023 at 8:14 AM
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For respondents who learned of this RFP after the Zoom meeting, was the meeting recorded? If not, what information was shared that respondents should know before they finalize their submissions?
Dec 5 2023 at 3:48 PM
City of Hayward
The meeting was not recorded. We shared that: -the budget for this project is $75,000 -ideally, we would like to have the Strategic Plan in hand by the end of March 2024 so that we can integrate recommendations into budget planning for the next Fiscal Year. -staff will be available to assist with Spanish and Chinese translations -any additional assistance needed from staff should be written into the proposal and will not necessarily be a disqualifier -we would like staff to be involved so that they are invested in the results of the survey -we have the Weekes Architectural Assessment and a preliminary planning document that can be made available if you email [email protected] -looking at the possibility of changing current hours/adding Sunday hours

18. Estimated Number of Stakeholders Nov 30 2023 at 8:56 PM

Anonymous Nov 30 2023 at 8:56 PM
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How many staff are intended to participate in this project? This would include the Library Management Team and staff members across the HPL
Dec 5 2023 at 3:48 PM
City of Hayward
We would like representatives from all levels of staff as well as our Management Analyst and Library Director included in the project. We would also like to have input opportunities for staff separate from the public but we can invite staff to all public community meetings. We hope there will be at least a survey opportunity that would allow all staff to participate if they wish.

19. External Stakeholders Estimate Nov 30 2023 at 8:57 PM

Anonymous Nov 30 2023 at 8:57 PM
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How many stakeholders do you expect to engage as part of the needs assessment for the Downtown Library and the Mobile Outreach Division?
Dec 5 2023 at 3:48 PM
City of Hayward
In addition to one-on-one meetings with the Mayor, City Manager, Chair of the Library Commission and Library Director we would like the stakeholder meetings to include representatives from the Library Commission, Friends of the Library, Hayward Literacy Plus Council, and community partners. The actual number will depend on the response we get after we send out invitations.

20. Translation Support Nov 30 2023 at 8:57 PM

Anonymous Nov 30 2023 at 8:57 PM
User information is private
Will translation support be provided for both the community-wide survey and the community meetings?
Dec 5 2023 at 3:48 PM
City of Hayward
Yes, if requested, we have staff who can assist with Spanish and Chinese translations.

21. Needs assessment Dec 1 2023 at 8:13 AM

Anonymous Dec 1 2023 at 8:13 AM
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Community needs assessments are often very large projects on their own. In this case, what are you expecting as the focus, scope, and deliverables of the community needs assessment listed under 3.1.A.3.c.?
Dec 5 2023 at 3:48 PM
City of Hayward
We would like the community to tell us what they desire in terms of library services, facilities, and library hours. This information should be integrated into the formulation of the strategic plan.

22. March Deadline Dec 1 2023 at 8:19 AM

Anonymous Dec 1 2023 at 8:19 AM
User information is private
Are there external timelines (e.g., City budgeting processes) driving the March deadline for completing the HPL strategic plan, and is there any flexibility in these timelines?
Dec 5 2023 at 3:48 PM
City of Hayward
We would like to be able to use the Strategic Plan or preliminary results to help us with budget planning for the upcoming fiscal year (for example, if we need to change library hours) but there is flexibility for the final Strategic Plan.

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