Libraries for the Blind and Print Disabled

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**SAMPLE RFQ**

Request for Quotation

This is a Request for Quotation for Consultant/Facilitator services for the Office of the Secretary of State, Talking Book and Braille Library (SOS/WL), a division of the Missouri State Library.  The consultant will meet with the staff and other stakeholdersassist them in developing a comprehensive strategic plan for the Wolfner Talking Book and Braille Library

The deadline for responding to this Request for Quotation is:  3:00 p.m. CDT on April.  All responses must be received by the deadline date and time in the Office of the Secretary of State, Attn: Sharon Fischer, Fiscal Office, Missouri Information Center, 600 W. Main Street, Jefferson City, MO  65101, (573) 751-3964, FAX: (573) 522-6289.  Responses may be faxed, hand delivered, or mailed.

Background Information

SOS/WL is requesting the Consultant/Facilitator services to assist in developing a strategic plan to better serve its patrons.  Wolfner Library is a free library service for Missourians who are unable to use standard print materials due to a visual or physical disability.  In 2011 the SOS/WL circulated 555,654 items to 9,706 active individual Missourians and 1,899 institutions.  In addition, staff responded to over 21,000 inquiries by phone, letter or email, and patron visits.  More information about Wolfner services is available on the website:  www.sos.mo.gov/Wolfner.   

 

Performance Requirements
1.0	Scope of Work

1.1	The SOS/WL is seeking consultant/facilitator services to assist in developing a comprehensive strategic plan.  The final plan will include:

•	Updated SOS/WL mission statement, goals, and measurable objectives;
•	Proposed activities to meet community needs for the next three to five years;
•	Identified needs for service with respect to future trends and technologies.

Consultants who have experience in this area should make that clear in the response to this Request for Quotation.  
1.2	The SOS/WL will provide copies of existing Wolfner mission statement and goals and objectives. 

The SOS/WL will provide a listing of services currently available to patrons. 

All documents will be provided in electronic form by email. 

The SOS/WL staff will meet with the Consultant/Facilitator on site at 600 W. Main Street, Jefferson City, MO.

2.0	General Description of Services:
		
The Consultant/Facilitator will survey stakeholders by mail and email to gather information to assist in developing a strategic plan.  SOS/WL stakeholders include:  Wolfner patrons; Wolfner Advisory Council; Friends of Wolfner Library; MO Council of the Blind; National Federation of the Blind, Missouri and Wolfner staff.  The survey will be designed to ensure that library services and resources are in line with user needs and expectations. 

The contractor will need to examine the Wolfner Library community’s growth patterns and demographics, the existing goals and objectives, as well as consider information gathered from stakeholders, to assist in determining the need for services with respect to future trends and technologies.  

Sample Questions for stakeholders:
1.	What has SOS/WL provided that has worked well and is still needed?
2.	What can SOS/WL drop because other entities do it better?
3.	What is still needed but needs improvement? Why and how?
4.	What has SOS/WL funded that is nice but not essential?
5.	What future needs that are eligible for funding do you see that should be addressed by SOS/WL in the new three-year plan?
6.	Suggest and prioritize goals using survey results.

The following schedule and requirements shall apply:
•	SOS/WL will provide by May 4, 2012 to the contractor all requested documentation of current mission statements, goals and objectives, and contact lists for Wolfner stakeholders.
•	Contractor shall provide a date to SOS/WL contact for the initial meeting with Wolfner staff.  The meeting shall take place at Wolfner no later than May 25, 2012.
•	The contractor shall provide copies of surveys to be sent to Wolfner stakeholders for approval to SOS/WL no later than June 8, 2012.  Copies will be submitted electronically.
•	After the surveys have been returned, an executive summary and details of the research will be submitted to SOS/WL no later than July 30, 2012.

3.0	Timeline*
	
Date	Activity
April 	Signed response due to SOS/MOSL
April 	Contract awarded
May 	All documentation will be forwarded from SOS/WL to the contractor.
May 	On or before this date, contractor will meet onsite with Wolfner staff.
June 	Copies of surveys submitted SOS/WL for approval.
July 	Executive summary and details of research from the contractor due to SOS/WL.
August 	Completed invoice received in SOS Fiscal Office
August 	Contract ends

4.0	Standard Contractual Language

4.1	Contract Price:
	All prices shall be as indicated on the Pricing Page. The SOS/WL shall not be liable for any other additional costs including but not limited to taxes, shipping charges insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc.  
	
	4.2	Contract Documents:

4.2.1	The SOS/WL reserves the right to clarify any contract term in writing with the concurrence of the contractor prior to the award of the contract, and such written clarification shall govern in case of conflict with the applicable requirements stated in the RFQ or the contractor’s response.  In all other matters not affected by the written clarification, if any, the RFQ shall govern.  The contractor is cautioned that his/her response shall be subject to acceptance without further clarification.

4.2.2	To the extent that a provision of the contract is contrary to the Constitution or laws of this state or of the United States, the provision shall be void and unenforceable.  However, the remainder of the contract shall be in full force and effect.
Libraries for the Blind and Print Disabled

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