Library Engagement Technology Tools

Location:	North Carolina
Posted:	May 11, 2026
Due:	May 28, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	76 - Books, Maps, and Other Publications D - Automatic Data Processing and Telecommunication Services
Solicitation No:	940RFP042926
Publication URL:	To access bid details, please log in.

Solicitation Number:	940RFP042926
Project Title:	Library Engagement Technology Tools
Description:	The library is seeking proposals from qualified vendors to provide an integrated, user-friendly suite of digital engagement tools that enhance the patron experience across online and mobile platforms. The solutions should support core engagement functions including: • A public-facing events and programs calendar • A room reservation system for public and staff-managed spaces • Tools for scheduling one-on-one appointments with library staff • A mobile application to enhance the digital experience The library currently utilizes the Polaris ILS for circulation, patron records, and core library operations, as well as BiblioCommons for discovery and patron engagement. Proposers should clearly describe how their solution integrates with the existing BiblioCommons platform, and how it will interoperate with Polaris ILS to ensure a seamless patron and staff experience. Proposers should describe their approach to implementation, including project management, configuration, data migration (if applicable), integration with existing systems, and staff training. Ongoing support, system maintenance, and upgrade processes should also be detailed. The solution should be cloud-based, scalable, and compliant with applicable data security, privacy, and accessibility standards. The library is particularly interested in solutions that minimize fragmentation by providing a unified platform or tightly integrated modules, reduce administrative burden on staff, and deliver a seamless and engaging experience for patrons across all digital touchpoints
Opening Date:	5/28/2026 2:00 PM
Posted Date:	5/12/2026
Status:	Open
Department:	CHARLOTTE MECKLENBURG LIBRARY


Solicitation Number * 940RFP042926	Department CHARLOTTE MECKLENBURG LIBRARY	Status Reason Open
Opening Date 2026-05-28T14:00:00.0000000	Posted Date * 2026-05-11T16:00:45.0000000Z	Primary Commodity Code Software
Mandatory Conference/Site Visit — —	Special Instructions https://www.cmlibrary.org/rfp	Solicitation Type * Select RFP IFB RFI
Owner Walter Freeman
Description The library is seeking proposals from qualified vendors to provide an integrated, user-friendly suite of digital engagement tools that enhance the patron experience across online and mobile platforms. The solutions should support core engagement functions including: • A public-facing events and programs calendar • A room reservation system for public and staff-managed spaces • Tools for scheduling one-on-one appointments with library staff • A mobile application to enhance the digital experience The library currently utilizes the Polaris ILS for circulation, patron records, and core library operations, as well as BiblioCommons for discovery and patron engagement. Proposers should clearly describe how their solution integrates with the existing BiblioCommons platform, and how it will interoperate with Polaris ILS to ensure a seamless patron and staff experience. Proposers should describe their approach to implementation, including project management, configuration, data migration (if applicable), integration with existing systems, and staff training. Ongoing support, system maintenance, and upgrade processes should also be detailed. The solution should be cloud-based, scalable, and compliant with applicable data security, privacy, and accessibility standards. The library is particularly interested in solutions that minimize fragmentation by providing a unified platform or tightly integrated modules, reduce administrative burden on staff, and deliver a seamless and engaging experience for patrons across all digital touchpoints

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Request for Proposals

Library Engagement Technology Tools

for

Charlotte Mecklenburg Library

Issued April 29, 2026

Proposals Will Be Received Until

2:00 PM EST May 28, 2026

Table of Contents

Introduction ............................................................................................................................................................... 3

About ..................................................................................................................................................................... 3

Mission, Vision, Values & More ............................................................................................................................. 3

Scope ......................................................................................................................................................................... 4

Events Calendar ..................................................................................................................................................... 4

Room Reservation.................................................................................................................................................. 5

Appointment Scheduling ....................................................................................................................................... 5

Mobile Application ................................................................................................................................................ 5

Contract Term ........................................................................................................................................................ 6

Notice to Proposers ................................................................................................................................................... 7

Request for Proposal Process .................................................................................................................................... 9

Schedule ................................................................................................................................................................ 9

Proposer Questions and Inquiries ......................................................................................................................... 9

Submission of Responses ...................................................................................................................................... 9

Evaluation Criteria ............................................................................................................................................... 10

Rejection of the Proposal .................................................................................................................................... 12

Proposal Format ...................................................................................................................................................... 13

Section A: Executive Summary ............................................................................................................................ 13

Section B: Summary of Company ........................................................................................................................ 13

Section C: Agency Qualiﬁcations and Technical Capabilities ............................................................................... 13

Section D: Professional References ..................................................................................................................... 14

Section E: Cost of Services ................................................................................................................................... 14

Proposal Authorization and Signature..................................................................................................................... 15

Acknowledgement of Addenda ............................................................................................................................... 16

Introduction

Charlotte Mecklenburg Library (“Library” or “CML”) is seeking proposals from qualiﬁed vendors to provide a suite

of technology tools to help with Library engagement. This will include:

- Events Calendar

- Room Reservation System

- Schedule Librarian Appointments

- Mobile App

The Library reserves the right to award any individual module independently to one or more vendors. Each

module must be fully functional and supported as a standalone solution, regardless of whether it is part of a

broader vendor suite.

About

Charlotte Mecklenburg Library is one of America’s leading urban public libraries. Located in Mecklenburg County,

the library system serves a diverse community of over one million citizens through 21 branches and on-line

services. Since our founding in 1891, and as an original Carnegie Library in 1903, our role as a provider of lifelong

education and learning in this community has never been more relevant.

CML is beloved by many, with 70% of Mecklenburg County residents stating that they had visited a Library

location in the last 12 months. There were over 2.6 million visitors to the various Library locations in Fiscal Year

2025.

The Library has 482 full and part-time employees, along with an extensive volunteer network that engages more

than 1000 people throughout the year. For FY2026, operating expenditures totaled $55.7 million.

Charlotte Mecklenburg Library is currently developing a new strategic direction for FY26-28, with a major

component being the opening of a new Main Library. The iconic new Main Library will be the ﬂagship of the

system; a free, open, and accessible information hub for all as well as a destination for local, regional, and

national engagement.

Mission, Vision, Values & More

Our mission is to improve lives and build a stronger community. Charlotte Mecklenburg Library envisions itself as

the essential connector of a thriving community of readers, leaders, and learners. We value learning, openness,

respect, inclusion, and leadership. Our brand promise is to be accessible and welcoming to all while celebrating

and supporting the joy of reading and learning, fostering exploration and personal growth, and connecting

individuals to each other, the community, and the world.

We believe wholeheartedly in intellectual freedom. The Library is committed to protecting the First

Amendment’s guarantee of free and open access to information and ideas–a principle vital to our democracy

and to each individual’s search for knowledge. We seek to provide our diverse community with a comprehensive

collection of materials, services, and programs providing a wide range of knowledge and perspectives.

Scope

The Library is seeking proposals from qualiﬁed vendors to provide an integrated, user-friendly suite of digital

engagement tools that enhance the patron experience across online and mobile platforms. The solutions should

support core engagement functions including:

• A public-facing events and programs calendar

• A room reservation system for public and staﬀ-managed spaces

• Tools for scheduling one-on-one appointments with library staﬀ

• A mobile application to enhance the digital experience

The Library currently utilizes the Polaris ILS for circulation, patron records, and core library operations, as well as

BiblioCommons for discovery and patron engagement. Proposers should clearly describe how their solution

integrates with the existing BiblioCommons platform, and how it will interoperate with Polaris ILS to ensure a

seamless patron and staﬀ experience.

Proposers should describe their approach to implementation, including project management, conﬁguration, data

migration (if applicable), integration with existing systems, and staﬀ training. Ongoing support, system

maintenance, and upgrade processes should also be detailed. The solution should be cloud-based, scalable, and

compliant with applicable data security, privacy, and accessibility standards. The Library is particularly interested

in solutions that minimize fragmentation by providing a uniﬁed platform or tightly integrated modules, reduce

administrative burden on staﬀ, and deliver a seamless and engaging experience for patrons across all digital

touchpoints.

Events Calendar

The proposed events calendar must provide robust functionality for creating, managing, promoting, and

evaluating library programs across multiple locations, audiences, and formats, including in-person, virtual, and

hybrid events. The system should support public browsing and discovery through an intuitive interface with

ﬁltering, search, and personalization capabilities.

The Library will prioritize systems that allow ﬂexible patron registration, including staﬀ-created prerequisite

questions, age-speciﬁc registration options for youth programming, waitlists, attendance tracking, no-show

tracking, and automated notiﬁcations. Products that provide direct Zoom integration for online programming will

also be prioritized due to increased security needs and ease of system-wide account management.

The Library is seeking a product with robust administrative back-end functionality, including hierarchical approval

workﬂows, template creation, role-based staﬀ permissions, and eﬃcient tools for managing content across

departments and locations. The system should also improve data accuracy and reduce staﬀ process

redundancies through integrated statistics tracking, customizable reporting ﬁelds, attendance reporting, and

other functional data management tools. Optional additions would include integrated survey tools or other

polling features.

The solution should allow for easy embedding within the Library’s website and existing tools, such as the existing

discovery layer, Bibliocommons, and our room reservation system.

Room Reservation

The room reservation component must enable patrons to view availability and reserve library meeting rooms

and study spaces in real time, with conﬁgurable rules governing booking duration, eligibility, and usage policies.

The system should provide administrative controls for staﬀ approval workﬂows, conﬂict management, reporting,

and enforcement of policies, while presenting a clear and accessible interface for patrons. Integration with

patron authentication systems, including Polaris ILS, is expected to ensure that reservations are appropriately

tied to user accounts and library policies. A room reservation system that is directly connected to the event

management system would be an ideal solution and would eliminate current redundancies and the need for staﬀ

to learn two separate systems. The Library is also seeking a room reservation system that can facilitate online

payments for room reservations to eliminate extra staﬀ time managing payment separately.

Appointment Scheduling

The appointment scheduling functionality should allow patrons to book one-on-one sessions with library staﬀ for

services such as research assistance, technology help, digital literacy support, career assistance, and other

consultation-based services. The Library is seeking a solution that can support both public event registration and

one-on-one appointment scheduling within a single integrated platform or tightly connected suite of products,

reducing the need for staﬀ and patrons to navigate separate systems.

The system should support conﬁgurable service types, staﬀ availability, appointment duration, location-based

services, and virtual meeting options, with a preference for systems that oﬀer Zoom integration. The solution

should provide a clear and accessible patron-facing booking experience, including automated conﬁrmations,

reminders, cancellation options, and appointment details.

The system should also provide staﬀ-facing tools for managing schedules, updating availability, viewing upcoming

appointments, tracking completed appointments, recording relevant service information, and generating usage

reports. Reporting should allow the Library to track appointment volume, service type, location, staﬀ

assignment, attendance, cancellations, and other relevant data points.

The Library will prioritize solutions that provide a consistent patron experience across event registration, room

reservation, and appointment scheduling functions, with shared administrative tools, reporting capabilities, user

account integration, and branding where possible.

Mobile Application

The mobile application should serve as a centralized platform that brings together the Library’s digital services,

including catalog access via BiblioCommons or an app connection to Polaris, event discovery and registration,

room reservations, and appointment scheduling. The app should support secure patron authentication

leveraging Polaris ILS credentials, and provide features such as digital library cards, push notiﬁcations, and

personalized content. The Library seeks a modern, accessible, and high-performing mobile experience that is

consistent with its web presence and enhances overall patron engagement. The Library will prioritize mobile

apps that allow extensive customization.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Library Engagement Technology Tools

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See also