Current Bid Opportunities
Request for Proposal (RFP): Organizational Structure and Effectiveness Study - issued August 24, 2026
Calvert Library - https://calvertlibrary.info/
Worcester County Library - https://worcesterlibrary.org/
Contact
Jennifer Ranck
Director, Worcester County Library
301 Bank Street
Snow Hill, MD 21863
1. Introduction and Project Background
Calvert Library and Worcester County Library are seeking proposals from qualified consultants to conduct a comprehensive organizational study of each library system. In recent years, both systems have experienced growing communities, new library buildings, and an increasing demand for services.
The purpose of this project is to provide an objective, data informed analysis of current organizational effectiveness, by evaluating administrative structures, staffing capacity, workforce efficiency, and long-term sustainability. The findings will provide a strategic roadmap for optimizing organizational structure, ensuring each library system is effectively supporting employees and delivering excellent library services to our patrons, now and in the future.
Calvert Library has four physical locations and a mobile services department with two vehicles serving a community of 93,000 residents. There are 99 current staff members (48 full-time, 19 part-time and 37 hourly); 11 are in administration/IT and the rest work in library locations providing direct service to our community. Our most recent annual report and current organizational chart are attached.
Worcester County Library has five physical locations and a mobile outreach vehicle serving a community of 54,000 residents. During the summer months, the county population nearly doubles and the resort town of Ocean City can have 300,000 visitors during peak weekends. There are 59 current staff members (37 full-time and 21 part-time); 11 are in administration/mobile outreach/technical services and the rest support branch operations. Our most recent annual report and current organizational chart are attached.
2. Project Objectives
The primary goal of this project is to develop an actionable plan for each system to realign their organizational structure with its current mission and strategic plans. The target audience for the consultant's final report and recommendations will be the Library Boards of Trustees and library leadership teams.
The study will achieve the following objectives:
A. Assess the current administrative and organizational structures, evaluate accuracy of job descriptions, and current staffing levels
B. Identify organizational strengths to help develop a structure that leverages and sustains these strengths
C. Identify systemic inefficiencies in operational capacity and anticipated capacity needs
D. Provide a strategic roadmap with prioritized recommendations for more effective organizational and department structure, workflow improvements, and detailed strategy for successful implementation. These plans must include options that allow for implementation in phases.
3. Scope of Services
A. Conduct project kickoff meeting with leadership from both library systems
B. For both organizations, complete a thorough review of current organizational chart, job descriptions, operational policies and procedures, and annual report data.
C. Gather qualitative information through interviews with key stakeholders and staff surveys as appropriate.
D. Develop and present a final report to senior leadership detailing all findings, analysis, and actionable recommendations. The report will include recommended short-term, mid-term, and long-term actions and success metrics.
4. Required Vendor Qualifications
Proposals should demonstrate:
A. At least three years of experience in strategic management consulting with a focus on organizational design and change management.
B. A demonstrated track record of successful engagements with public sector, non-profit, or government agencies. Direct experience with public libraries or similar service-orientated organizations is highly desirable and should be highlighted.
C. Examples of at least two similar projects completed within the last three years. Examples must include a brief description of the client's challenges, the firm's
approach, and the outcomes achieved. References must be provided for these projects.
D. Biographies or resumes of key personnel who will be assigned to this project.
5. Proposal Submission Requirements
A. Cover letter - signed by authorized representative of the firm
B. Executive summary - an overview of the the firm's understanding of the library systems' challenges and its proposed approach
C. Description of the project approach and methodology of how the scope of work (Section 3) will be fulfilled, detailing specific tools and frameworks to be used
D. Project schedule that identifies major milestones, deliverables, and clear timeline from kick-off to completion
E. Relevant experience and references - description of firm's qualifications as outlined in Section 4, include contact information for at least two references
F. Cost proposal for fixed or not to exceed fee
6. Evaluation Criteria and Process
Proposals will be evaluated by a selection committee comprised of the two library systems’ senior leadership. The Library Systems reserve to right to reject any and all proposals and to waive any informalities and irregularities in the proposals received. This RFP does not commit the Library Systems to award a contract.
| Criteria | Description | Weight |
|---|---|---|
|
Proposed Approach and Methodology |
Clarity, thoroughness, and effectiveness of the proposed plan to meet the library's objectives. Demonstrated understanding of the library's specific challenges. | 35% |
|
Relevant Experience and Qualifications |
The firm's track record with similar projects, particularly in the public/non-profit sector. Strength and relevance of client references. | 30% |
|
Cost |
Proposal Reasonable and competitiveness of the proposed cost. Clarity of the fee structure and overall value presented for the investment. | 20% |
|
Team Expertise |
Qualifications, specific experience, and skills of personnel assigned to this project. | 15% |
|
Total |
100% |
7. Project Submission and Timeline
The following timeline outlines key dates for this RFP process:
- RFP Issued - August 24, 2026
- Deadline for Questions from Vendors – September 9, 2026
- Library Response to Questions Published – September 15, 2026
- Proposal Submission Deadline – September 24, 2026
- Final vendor selection & notification – October 1, 2026
- Project Kick Off – October 13, 2026
- Anticipated Completion Date for Calvert Library – December 30, 2026
- Anticipated Completion Date for Worcester County Library - December 30, 2026
8. Contact Information and Submission Instructions
All questions regarding this RFP must be submitted in writing via email by the deadline specified above. No phone calls please.
Direct questions to Jennifer Ranck, Worcester County Library Director, jranck@worcesterlibrary.org
Subject line: "Question re: Organizational Study Bid"
Proposals must be submitted electronically in a single PDF file to the email address above. The subject line should read: "Proposal Submission - Organizational Study [Firm Name]." Submissions received after the specified deadline will not be considered for evaluation.
We appreciate your interest in partnering with Calvert Library and Worcester County Library.
Below are the questions we have received from potential consultants, along with our responses (published September 10, 2026):
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What is the impetus in this RFP for a study of the two counties in question: Calvert County and Worcester County. Why these two counties?
The partnership on this project is because both organizations are at a similar crossroads with regard to administrative staffing models. Both Calvert and Worcester County Library systems have seen a similar grown rate in the last ten years. Calvert opened the Twin Beaches Branch (replacement) in 2024 and Worcester opened a (replacement) branch in Berlin in 2018 and is about to open a (replacement) branch in Pocomoke by the end of the 2026. Both organizations have also added or expanded their mobile service departments and increased outreach opportunities. As service demands have expanded, our internal organizational structures have not kept pace. Calvert and Worcester both have small administrative teams and are undertaking this study to align staffing structures with community needs and support high-quality public service.
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Is the timeline for this project feasible?
We set the timeline to align with FY28 budget requests. However, there could be some flexibility. We do not anticipate needing job descriptions to be rewritten or for all staff to be interviewed as part of this process. Bid submissions should detail what administrative support and would be needed from the libraries in order to meet the desired deadlines. The bid proposal could also detail what pieces could be delivered by December 31 and which pieces should be given more time. For example, if recommendations for restructuring were completed by December and job descriptions were rewritten or drafted in January/February, that would still meet the budget proposal needs of the libraries.
