Strategic Planning RFP Clarification Questions and Answers
Questions were cut and pasted from e-mails to RFP@stpl.us.
Question #1 Due to the current pandemic, is there an expectation that the consultant be physically present? Or are you willing to consider a virtual process?
Answer #1 The Library expects a hybrid approach with some activities conducted virtually and others in person. The course of the pandemic and our state and local COVID guidelines over the planning process time period will influence which activities need to be conducted virtually. The Library does not desire to have a fully virtual process.
Question #2 Whether companies from Outside USA can apply for this?
(like, from India or Canada)
Answer #2 We are not limiting who can apply for this project by country.
Question #3 Whether we need to come over there for meetings?
Answer #3 The library does not want to have a fully virtual planning process. Some aspects of the planning process will need to be conducted in person.
Question #4 Can we perform the tasks (related to RFP) outside USA?
(like, from India or Canada)
Answer #4 The Library does not have constraints placed on where the work related to the RFP is done. Please keep in mind, the Library does not want to have a fully virtual planning process. Some aspects of the planning process will need to be conducted in person.
Question #5 Can we submit the proposals via email?
Answer #5 You cannot submit your proposal solely by e-mail. One executed original proposal, two (2) paper copies and one digital copy in PDF format shall be submitted.
Question #6 Page 4 Section Two – Background - Last Paragraph- Is “… current facilities capital improvement plan…” available at this time?
Answer #6 Yes, it is available here: Library Capital Projects and Library Capital Plan Spreadsheet.
Question #7 Page 5 Section Three - Scope of Services 3rd bullet - “the two Friends …” Why are there two FOLS? How do they differ?
Answer#7 The two Friends groups were founded separately to support each end of the parish. The Friends of the Slidell Library serve Slidell, South Slidell, Lacombe, and Pearl River. The West St. Tammany Friends of the Library support Covington, Causeway, Mandeville, Madisonville, Abita, Folsom, Bush, and Lee Road. These are non-profit community organizations and not formed or controlled by the library.
Question #8 Page 5 Same Section Last bullet Please clarify “Partner with marketing staff … notifications”?
Answer #8 We have a full-time public relations officer and a full-time media specialist. The selected consultant will be partnering with them to make sure that all needed press releases and other marketing materials for the planning process are produced and disseminated.
Question #9 Page 6 Same Section 1st bullet - Make up of “Planning Team”?
Answer #9 The Planning Team will be composed of the Library Director, representatives from the Library Board of Control, the two Assistant Directors, appointed library staff, and community members.
Question #10 Page 8 Section Five – Proposal Requirements AND Page 12 Section Six – Submission Requirements. Last two lines of first paragraph on page 8 reads “… limit your Proposal to one unbound in print and one electronic document. Page 12 reads “One executed original Proposal, two (2) paper copies and one digital copy in PDF format shall be submitted. Please clarify the submission requirements?
Answer #10 Page 8 section 5 relates to the format of the proposal. Page 12 section 6 relates to how that Proposal is submitted. We require that paper Proposals be in one unbound volume. We need three copies of the Proposal. (One executed original Proposal and two (2) paper copies that do not need to be executed.) The electronic submission needs to be one PDF document.
Question #11 Page 10 Part Four – References, 2nd Paragraph - May the “…copies of the strategic plans … above” be electronic submissions?
Answer #11 The copies of Strategic plans referenced in this section are an addendum to your proposal. They will need to be part of each paper copy and the electronic copy. These samples of strategic plans will not count towards the 30-page proposal limit.
Question #12 Page 12 Part Six – 2nd line top of page - Please clarify “Proposer … refund policy.”?
Answer #12 Describe your procedures and policies for billing and refunds.
Question #13 Page 12 Part Six – 3rd Paragraph (first two paragraphs were one line each) - What are the required “business registrations fees, permits, licenses, etc.? Also, what are the proposer’s insurance requirements?
Answer #13 We require that you be a legal business and have all necessary permits, licenses, and pay taxes for the location that your business is domiciled. The library will not responsible for these costs.
Question #14 Page 13 Section Six – Submission Requirements, 4th paragraph – What, if any, is the distinction between 120 days in the 4th paragraph and the first bullet on Page 5 re: project completion “… not later than nine months …signed.”?
Answer #14 Your Proposal of services and prices must be valid and reliable for no less than 120 days from the proposal due date. This is not related to the nine (9) months given to complete the project once a contract is signed.
Question #15 Thank you for the opportunity to submit questions. As we begin to put together our Proposal, may we ask additional questions?
Answer #15 Yes, you may ask questions up until the deadline. The deadline for receipt of written requests for clarification is March 24, 2021.
Question #16 The RFP states that you request 1 original, executed document and 2 copies, along with 1 digital copy. However, page 8 of the RFP states "one unbound volume in print and one electronic document." Please advise which you require.
Answer #16 Page 8 section 5 relates to the format of the proposal. Page 12 section 6 relates to how that Proposal is submitted. We require that paper Proposals be in one unbound volume. We need three copies of the Proposal. (One executed original Proposal and two (2) paper copies that do not need to be executed.) The electronic submission needs to be one PDF document.
Question #17 What is the budget for this project?
Answer #17 We will be relying on the expertise of our selected consultant to help us develop an appropriate total budget amount for the project.
Question # 18 Page 8 of the RFP includes "continuous planning tools" as part of the project. Is there an office or individual who will be responsible for implementing and maintaining that knowledge?
Answer #18 Yes, the administrative team (Director and Assistant Directors) will be responsible for maintaining that knowledge.
Question #19 What are your thoughts on navigating the final stages of the COVID 19 pandemic? Is there an opportunity for the St. Tammany Parish community to participate virtually in the project?
Answer #19 The Library expects a hybrid approach with some activities conducted virtually and others in person. We wish to be inclusive of participants in our planning process who may not feel comfortable or safe in an in-person environment. The course of the pandemic and our state and local COVID guidelines over the planning process time period will influence which activities need to be conducted virtually. The Library does not desire to have a fully virtual process.
Question #20 What are some characteristics of the population(s) that you serve? Long-time residents vs. newcomers to your communities? Many aging-in-place? Growing or declining number of children? Largely English as a first language or are there many new Americans for whom English is not the first language?
Answer #20 Demographic information can be found at the U.S. Census Bureau’s Quick Facts page for St. Tammany Parish, Louisiana, https://www.census.gov/quickfacts/fact/table/sttammanyparishlouisiana/INC110219. The “St. Tammany Parish Louisiana Research Support for New Economic Development Strategic Plan” on the St. Tammany Corporation’s website also contains a wealth of demographic information. It can be found at https://sttammanystats.com/wp-content/uploads/2020/09/St-Tammany-Combined-Analysis-Document.pdf.
Question #21 Share something about the economy of your region and its impact on the population you serve. Growing or declining numbers of jobs and in what fields?
Answer #21 Information about St. Tammany Parish’s economic environment can be found at the St. Tammany Corporation’s website at https://sttammanycorp.org/, including the “St. Tammany Parish Louisiana Research Support for New Economic Development Strategic Plan” found at https://sttammanystats.com/wp-content/uploads/2020/09/St-Tammany-Combined-Analysis-Document.pdf. An economic profile of St. Tammany Parish and also of the Greater New Orleans area can also be found at the Greater New Orleans Inc.’s website. The St. Tammany Parish Profile can be found at https://gnoinc.org/doing-business/parishes/st-tammany/#:~:text=Tammany%20Parish%20is%20one%20of,the%20city%20of%20New%20Orleans. More information can also be found in Part 3 of the St. Tammany Parish Community Needs Assessment found at http://www.stpgov.org/files/Departments/DHHS/CDBG/CommunityNeedsAssessment_Part3.pdf.
Question #22 What is the social service infrastructure like in St. Tammany Parish, and in what ways have your libraries begun to serve those functions?
Answer #22 The social services infrastructure of our communities is outlined in the “St. Tammany Parish Community Needs Assessment” found on the Parish’s Community Development webpage at http://www.stpgov.org/cdbg. Scroll down to the bottom third of the page and the links to the document are under REPORTS. The document is in four parts. The St. Tammany Parish Library provides referrals to social service agencies. We also host speakers and informational programs on social service issues and resources. We sometimes participate in information fairs hosted by social service agencies.
Question #23 What is the quality of your working relationship with local schools?
Answer #23 STPL has had good working relationships with public, parochial, and private schools in the parish.
Question #24 Page 10 Part Four – References. The three references we would like to provide collectively contain + or - 250 pages if printed single sided. The Executive Summary for one is 11 pages (full report with Executive Summary would be about 110 pages. That is a lot of copying. Would Executive Summaries suffice for some/all of the three references?
Answer #24 The purpose for requesting a copy of final strategic plans from three references is so that the RFP committee can judge each applicant’s final product. These examples should be included as appendices to the Proposal and will not count towards the 30-page Proposal size limit. We expect to receive full strategic plans.
Question #25 Answer to previously asked Question #10. On the third line of the answer, it reads as follows: "in one … Proposal. (One executed original” It is the word executed. What is the difference between an “executed” original and “two (2) paper copies that do not need to be executed.)”?
Answer #25 An executed original is the original printed document that is signed by the Principal of your firm. The additional two paper copies are unsigned copies of the original
