Request for Qualifications: Strategic Planning Consultant Services

Five-Year Strategic Plan: January 1, 2027 – December 31, 2031
Includes 150th Anniversary Year (October 2030)

Issued by:
Reuben McMillan Free Library Association d/b/a The Public Library of Youngstown & Mahoning County (PLYMC) 

IMPORTANT NOTICE: All communications regarding this RFQ must be directed only to the Primary Contact. Unauthorized contact with Library staff, trustees, or representatives may result in disqualification.

1. Invitation / Notice of Solicitation

The Reuben McMillan Free Library Association, doing business as The Public Library of Youngstown & Mahoning County ("PLYMC"), invites qualified consulting firms and/or individual consultants ("Respondents") to submit Statements of Qualifications to facilitate development of PLYMC’s next five-year strategic plan.

This RFQ is a qualifications-based solicitation. Pricing or fee proposals are not requested and should not be submitted.

The planning horizon for the strategic plan is January 1, 2027 through December 31, 2031. This period includes PLYMC’s 150th anniversary year in October 2030.

2. About PLYMC (Organizational & Community Context)

PLYMC provides public library service across Mahoning County through multiple service points and channels. The Library is committed to connecting people and communities with reliable resources that inspire learning and foster enrichment.

PLYMC was chartered in 1880 as a not-for-profit with the sole purpose of providing library services to Mahoning County. The system currently employs just over 200 staff, has 14 service locations, 1 bookmobile and a team that provides services to nursing homes and other residential facilities. It is governed by a 17-member Board of Trustees (15 voting members) that is self-organized with Trustees serving 3-year terms.

The annual operating budget of the organization is approximately $25.6m with income divided between Public Library Fund dollars (a line-item appropriation from the state’s General Revenue Fund) and a local property tax levy, with a small percentage coming from Federal e-rate, grants and miscellaneous sources. As a non-profit, PLYMC is also able to raise money from the philanthropic community.

Mahoning County has roughly 225,000 residents. Long time population loss from business closures – mostly manufacturing and automobile assembly plants – has largely halted, with population growth statistically nil in the last few years. The state recently created an Aerospace and Defense Innovation Hub in Youngstown, and the Mahoning County and its nearest three counties have been organized into the state’s 7th and final Economic Development Region, Lake to River. These changes provide some hope for future economic and population growth.

As a largely tax-funded organization, PLYMC must demonstrate fiscal responsibility and transparent stewardship. At the same time, PLYMC seeks to proactively adapt services and delivery models to meet changing community needs and future conditions.

The selected consultant will partner with Library leadership and a designated planning committee to design and facilitate an inclusive process that results in a clear, actionable plan usable for decision-making, accountability, and communication of community value.

3. Project Purpose & Objectives

3.1 Purpose

The purpose of this RFQ is to select a strategic planning consultant to design and facilitate an inclusive planning process culminating in a five-year strategic plan for 2027–2031.

3.2 Objectives

• Engage trustees, leadership, staff, community partners, and the public through a participatory process using a mix of in-person and accessible asynchronous methods.
• Incorporate stakeholder input and relevant data to identify needs, opportunities, and service priorities.
• Produce a concise plan with a small set of strategic priorities, measurable objectives, and practical strategies.
• Provide an implementation and measurement framework that supports annual work planning, accountability, and transparent reporting.
• Leverage the October 2030 150th anniversary as a strategic opportunity (e.g., community engagement, visibility, legacy initiatives, partnerships) while keeping the plan focused on long-term outcomes.

4. Anticipated Scope of Services

Respondents should demonstrate capability to perform services substantially similar to the elements below. PLYMC welcomes recommended approaches and sequencing appropriate to local context and the desired deliverables.

4.1 Discovery & Project Design

• Kickoff with Library leadership and planning committee; confirm roles, decision points, and communication cadence.
• Review existing plans, policies, service data, community/demographic information, and relevant assessments (provided by PLYMC).
• Develop a detailed project workplan, engagement plan, and instruments (survey, interview/focus group guides, workshop design).

4.2 Stakeholder & Community Engagement

• Design and administer an inclusive engagement process incorporating multiple methods (surveys, interviews, focus groups, workshops, community conversations, intercepts, and/or digital engagement).
• Include outreach strategies to hear from both users and non-users and to reduce participation barriers (language, transportation, time, technology, accessibility).
• Facilitate sessions with trustees, leadership, staff at multiple levels, and key partners to synthesize insights and shape priorities.

4.3 Synthesis & Strategy Development

• Analyze and synthesize engagement results and data; identify themes, gaps, opportunities, and implications.
• Facilitate development of strategic priorities and measurable objectives aligned to existing mission/vision/value and community needs.
• Have substantive focus groups or other interactive sessions with the public, staff, and non-patron stakeholders
• Develop a draft strategic framework (e.g., priorities → objectives → strategies → measures) that is practical and implementable.

4.4 Drafting, Validation & Finalization

• Prepare a draft strategic plan and supporting summaries for review.
• Facilitate review and validation sessions with staff and trustees; incorporate feedback.
• Deliver a final plan with an implementation roadmap, measurement approach, and communication-ready summaries.

4.5 Desired Outcomes for the Strategic Planning Process

• Become more collaborative both internally and with external partners as well as the Mahoning County Community in general.
• Help us to identify what is central to the organization’s success vs what is “nice to have” to facilitate decision making when funding levels change.
• Develop objective standards for success that allow us to demonstrate accountability for our progress.

5. Strategic Plan Identifiable Success

To be ultimately successful, by the end of the five-year period, we as an organization would understand when we have achieved success – what is required and what is enough – and have made substantial progress towards ingraining that understanding in the culture at every level of the organization. This definition would be shared and largely driven by the larger Mahoning County community so they can hold us accountable for future improvements and, together, we can celebrate our shared successes.

All of these desired outcomes are crucial for PLYMC to be able to meet the very real challenges we are facing today. We are looking for a partner who can help us take this next step on our organizational journey.

6. PLYMC Strategic Planning Steering Committee

The committee will be comprised of the Director & CEO, PLYMC’s six-member Leadership team, and two designated members of the Board of Trustees. The Steering Committee will:

• Review proposals and select the strategic planning consultant/firm
• Work with the selected firm to craft the process
• Individually or in small groups, provide data, help to coordinate focus group members, and otherwise ensure the firm has what is needed to complete the work.

Director & CEO Aimee Fifarek will be the primary contact for the firm with the support of Administrative Office coordinator Tasha Lambert.

7. Expected Deliverables

The Process should engage trustees, staff, patrons, and stakeholders in shaping the future, goals, and accountability of our library system and incorporate:

• Fundamental elements carried over from the current strategic plan (2024-2026) and facilities masterplan (completed in 2025)
• Include the mastery of library service delivery fundamentals as a base for future innovation
• Project workplan and engagement plan (including schedule and methods).
• Engagement instruments (survey, protocols) and an engagement summary (participation, themes, findings).
• Environmental scan/context brief (as appropriate).
• Draft strategic plan for 2027–2031 including vision/mission/values (as refreshed), strategic priorities, objectives, strategies, and measures.
• Final strategic plan suitable for public posting and stakeholder communication.
• Implementation roadmap including first-year action planning guidance and actionable outcomes to meet identified goals with recommended methods for tracking progress.
• Reporting methods to demonstrate accountability over the planning period.
• A celebration planning strategy for the 150th anniversary of PLYMC in October 2030
• Presentation of the final product to the full Board of Trustees and members of the public.

Deliverables should be provided in accessible digital formats (e.g., Word, PDF, and slide deck).

8. RFQ Procurement Schedule (Estimated)

The following schedule is an estimate. PLYMC reserves the right to modify the schedule by addendum. Ideally, we would like to have the plan in place by the start of 2027 but understand that a typical project duration is six to eight months and will have to account for major holidays.

9. Submission Instructions

Submit three (3) paper copies and one (1) electronic copy of the Statement of Qualifications by the deadline indicated on the cover page. Submissions must be received by the deadline; PLYMC reserves the right, in its sole discretion, to accept or reject proposals which are submitted after the above date and time.

Subject line/label on your submission should read: “RFQ – Strategic Planning Consultant Qualifications – [Respondent Name]”.

10. Statement of Qualifications – Required Contents (No Pricing)

10.1 Transmittal Letter (1–2 pages)

• Identify lead contact and confirm availability within the anticipated project schedule.
• Summarize understanding of the project and why your firm/team is well suited.
• Disclose any actual or potential conflicts of interest.

10.2 Firm/Consultant Profile

• Overview of the firm/consultant, locations, years of experience, and core services.
• Description of relevant public library and/or public-sector strategic planning experience.

10.3 Relevant Project Experience (3–5 examples)

• Provide examples comparable in scale and complexity; identify outcomes and deliverables.
• Indicate the role of proposed team members on each project.
• Include redacted sample deliverables if available (optional).

10.4 Proposed Project Team

• Identify key personnel, roles, and brief bios/resumes.
• Identify facilitation lead(s) and primary author(s) of deliverables.
• Identify subcontractors and roles (if applicable).

10.5 Approach & Methodology (Qualifications Narrative)

• Describe your planning methodology, engagement approach, and how you ensure actionable outcomes.
• Describe how you incorporate equity/access considerations and capture input from non-users.
• Describe how you would incorporate the October 2030 150th anniversary within the 2027–2031 planning horizon.

10.6 Work Style, Communication & Project Management

• Describe project management approach, meeting cadence, and tools used to track progress.
• Describe collaboration approach with staff and the planning committee.

10.7 References

• Provide at least three (3) references for comparable projects, including contact information.

10.8 Required Forms

• Complete and include the forms in Appendix A (Non-Collusion Statement; Addenda Acknowledgment, if any; Conflict of Interest Disclosure).

11. Evaluation & Selection

PLYMC will evaluate Statements of Qualifications using established criteria by the library for this selection process. PLYMC may, at its discretion, shortlist Respondents and conduct interviews to support selection.

11.1 Evaluation Criteria

PLYMC anticipates using relevant categories for evaluation purposes. Examples are noted below:

• Relevant strategic planning experience (public libraries preferred)
• Facilitation & community engagement capability
• Ability to produce actionable, measurable plans
• Project team qualifications & capacity
• Communication, collaboration & project management

PLYMC reserves the right to add or delete categories to assist in the evaluation process.

12. Interviews

If interviews are conducted, shortlisted Respondents may be asked to discuss approach, demonstrate facilitation style, and answer questions about project management and deliverables. Interviews may be conducted virtually or in person.

13. Notice of Intent to Award

Following evaluation (and interviews, if any), PLYMC intends to identify the highest-ranked Respondent for contract negotiations. This RFQ does not commit PLYMC to award a contract.

14. Terms, Conditions & Procurement Provisions

• Questions must be submitted in writing to the Primary Contact by the deadline stated. Only written addenda issued by PLYMC are binding.
• PLYMC reserves the right to reject any or all submissions, waive informalities, request clarifications, modify the schedule, or cancel and reissue this RFQ.
• All costs associated with preparing a response are the sole responsibility of the Respondent.
• Submissions may be subject to public records requirements. Mark any claimed confidential content clearly and provide justification; PLYMC makes no guarantee of confidentiality.
• Respondents must disclose conflicts of interest.
• Any contract award is subject to successful negotiation and required approvals. Standard terms will include compliance with applicable laws and insurance requirements.

Appendix A – Required Forms 

A.1 Conflict of Interest Disclosure 

Disclose any actual, apparent, or potential conflicts of interest related to this RFQ, including any relationships with PLYMC trustees, staff, or affiliates. If none, state “None.” 

Disclosure: 

_________________________________________________________________________ 

_________________________________________________________________________ 

_________________________________________________________________________ 

Authorized Signatory (print): __________________________________________ 

Signature: __________________________________   Date: ___________________

A.2 Acknowledgment of Addenda (if any) 

The Respondent acknowledges receipt of the following addenda (if issued). 

• Addendum No. ____  Date: ____ 

• Addendum No. ____  Date: ____ 

• Addendum No. ____  Date: ____ 

Authorized Signatory (print): __________________________________________ 

Signature: __________________________________   Date: ___________________