Library Management Services

The vendor is required to provide comprehensive public library services through the management and operation of the county’s free public library beginning July 1, 2025.
- Include for include:
1. Library operations management:
• Daily operations of the library facility and shall ensure the provision of reliable, high-quality public library services to all patrons under the oversight and governance of the library board.
• The library shall be open to the public a minimum of six days and 54 hours per week, including evening and weekend hours as appropriate.
• Provide adequate staffing during all open hours.
• The library board, the contractor shall assist in developing policies covering all operations of the library, including, but not limited to, the following: child safety policy; computer and internet use policy; meeting room policy; personnel policy; social media policy; conflict of interest policy; and others, to be jointly determined.
2. Staffing and human resources:
• Integrate the existing resources and work processes of the library into a structure that enables all existing or newly-hired staff to accomplish their work, either independently and/or through teams, with clarity, specificity, necessary resources and within a supportive environment that encourages achievement and professional.
• Employ a qualified library director.
• Ensure sufficient staffing for various roles, which may include youth section, adult section, community outreach, volunteer liaison, technical services, reference desk and circulation; such roles may be held by more than one person, or one person may hold several roles.
• Support a robust volunteer program with a plan for retention, training and management, including coordination with the friends of the library and similar support organizations.
• Provide job descriptions for all roles.
• Ensure all employees undergo appropriate background checks.
• Maintain compliance with federal and state labor laws.
3. Collection development and management:
• Selection and acquisition of books, media, periodicals, and electronic resources.
• Cataloging and processing.
• Weeding and inventory control, particularly replacement of worn or obsolete materials, or materials that have not been sufficiently utilized by patrons.
• Overall modernization of current holdings.
• Usage-based collection review and development policies.
• Proposing cost-effective interlibrary loan arrangements.
4. Programming and community engagement:]
• Early childhood literacy programs.
• School-age and teen activities.
• Stem/steam/stream and maker programs, particularly aimed at youth and teens.
• Home school programs and other activities.
• Book clubs and similar groups.
• Adult education and lifelong learning.
• ESL, technology training, and local author events.
• Annual public surveys covering topics that shall include usage, overall satisfaction, engagements, collection adequacy (physical and digital), and visioning.
• Program evaluation surveys and other feedback opportunities.
• Additional services may be offered, including:
o Specific programs for seniors and older adults, including tech help, memory cafes, or wellness programs.
o Workforce development and career readiness programming, including resume workshops, job search assistance, and small business resources.
o Civic literacy local history programs, such as sessions on local government, voter registration, or historical talks in partnership with local museums.
o Digital literacy instruction, such as how to use online government services cybersecurity basics, or social media safety.
5. Financial management and reporting:
• Maintaining complete, accurate, and transparent recordkeeping of expenditures, revenues, and fund balances.
• Preparing an annual operating and capital budget proposal for review by the library board and subsequent approval by the county.
• Ensuring adherence to generally accepted accounting principles (gaap) and county fiscal policies.
• Exercising sound fiscal management, including cost-effectiveness, avoidance of unnecessary expenditures, and clear justification of all expenditures from major budget categories.
6. Facility coordination:
• Maintaining the day-to-day cleanliness, safety, and general usability of the library facility, including all public areas, workspaces, restrooms, entrances, and outdoor patron areas.
• Providing or managing routine custodial and janitorial services, unless otherwise provided by the county.
• Ensuring that the library facility is maintained in compliance with ada, fire codes, and health and safety regulations.
• Promptly reporting all maintenance issues or building deficiencies to the county, and providing follow-up status as requested.
• Working collaboratively with county personnel or contractors on preventative maintenance scheduling, inspections, and emergency response
• Participating in capital planning discussions related to building improvements, layout changes, signage, or space utilization, with recommendations submitted to the library board and county.
• Maintaining any interior furniture, equipment, signage, and décor items, including those provided by the contractor.
• Notifying the county immediately in the event of fire, flood, structural damage, environmental hazard, or other emergencies.
7. Information technology and data systems:
• Support public and staff computing resources.
• Maintain the integrated library system
• Ensure cybersecurity, backups, and network integrity.
• Track multiple usage indicators to provide robust metrics as outlined in section 8.
• Assume and develop, maintain, and continuously improve a robust, user-friendly library website that provides convenient online access to all essential library services. at a minimum, the website shall include:
o Online catalog access and account management.
o Access to digital collections (e-books, audiobooks, streaming media, databases).
o Program calendars and online event registration.
o Library policy documents, contact information, and hours of operation.
o Volunteer and donation portals.
o Real-time announcements and service updates.
o Public access to meeting agendas, minutes, and library board policies.
o The website shall be ADA-compliant, if required by law, mobile-responsive, and maintained with current, accurate content.
o Its functionality and accessibility shall be subject to periodic review by the library board and the county.
8. Performance measurement and reporting:
• Monthly and annual circulation statistics, including in-depth metrics that provide clear and actionable insights, such as breakdowns by the 10 Dewey classes in non-fiction and by genre in fiction.
• Program attendance and feedback.
• Provide key performance indicators (KPIS) and usage metrics annually and upon request, including but not limited to library cardholder growth, circulation per capita, program attendance per capita, digital resource usage, usage turnover, patron satisfaction ratings, and other KPUS as determined in collaboration with the library board.
• state library of reporting requirements.
9. Strategic planning and public outreach:
• Develop and update a strategic plan for library services and marketing of same to warren county residents.
• Engage with community groups and stakeholders.
• Promote the library through marketing and media.
• Participate in community events and civic engagement.
10. Compliance and legal responsibilities:
• Americans with disabilities act (ADA).
• Osha safety requirements.
• State freedom of information act (FOIA).
• County policies and procurement procedures.
• All applicable laws and professional standards.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 10, 2025