1. Conduct Community and Staff Engagement o Determine what information needs to be gathered and gather data through community research that focuses on stakeholders to identify library needs/wants, as well as ways to increase/sustain patron registration, library usage and awareness of library services. o Community input is a key component of the planning process. Identify proposed method(s) to engage community during data gathering stage. o Facilitate focus groups, surveys, and interviews with Library patrons, non-users, staff, community partners, (e.g., GAPS, Linn County Libraries, Albany Parks and Recreation, YMCA) and City of Albany officials using a community engagement methodology and approach that is effective for public libraries, particularly of comparable size. o Surveys and other data gathering may need to be conducted in multiple languages. o Analyze community demographics and growth patterns, trends, and needs. o Assist Library to develop a vision for community growth. 2. Evaluate Current Albany Library Services o Assess existing programs, hours of operation, outreach efforts, collections, and technology offerings. o Evaluate the size of the existing facilities and appropriate layout for services, collections, programs, and events. o Benchmark against comparable libraries serving similar populations. o Review current collaborations and community engagement efforts to assess opportunities that enhance, expand, or refine partnerships with local, regional, and statewide organizations. o Be cognizant of funding challenges and opportunities in the current environment. 3. Facilitate Planning Meetings o Facilitate planning meetings with public, Library staff and other stakeholders. 4. Prepare Deliverables A. Program, Service and Staffing Plan o Assess and recommend modifications to the library’s organizational capacity for Library programs and services. o Recommend staffing models aligned with future services, community needs, and fiscal responsibility. o Recommend opportunities for collaboration and partnerships with community stakeholders. o Include measurable goals and objectives, suggest timelines and benchmarks. o Address the implications of the proposed goals for collections, technology, staffing, facilities, and funding requirements. o Seek to modernize, repurpose, reuse, and look for sustainable solutions. o Provide specifications or template for a regular review of progress toward Plan. B. Reports and Executive Summary o Identify key findings that include current community profile, market and demographic analysis, and opportunities where the Library can have the greatest impact. o Prepare reports and executive summary in a digital format, MS Word preferably, including hard copies. C. Findings and Recommendations o Present draft report/plan to Library Director three weeks in advance of the final deliverable due date. o Present executive summary and final report/plan to the Library Board and/or City Council or other key stakeholders. Library Master Plan Services Request for Proposals SECTION 3 – SCOPE OF WORK Page 16 of 51 o The final written report should include an executive summary, explanation of the planning process, and all collected data (as appendices). All files and records and similar documents and items relating to the business of the Albany Library, whether prepared or received by the Contractor for purposes of this engagement, are and shall remain the exclusive property of the Albany Library.
