Request for Proposals for Library Needs Assessment and Facility Planning Services

San Mateo County Libraries
REQUEST FOR PROPOSALS
FOR
Library Needs Assessment and Facility Planning Services
Release date: July 27, 2026
Responses due : August 31, 2026 by 3:00 p.m.

SAN MATEO COUNTY LIBRARIES
REQUEST FOR PROPOSALS
Library Needs Assessment and Facility Planning Services
Table of Contents
Statement of Intent Pg. 2
Nature of Services Required Pg. 2
Project Descriptions and Scope of Work Pg. 3
Other Background Pg. 10
Request for Proposals Schedule of Events Pg. 11
Contract Duration Pg. 11
Submitting a Project Proposal Pg. 11
Communication Regarding the RFP Pg. 12
Contract Award Not Guaranteed Pg. 12
Public Records Act Pg. 12
Proposal Evaluation Pg. 12
Notice to Proposers Pg. 14
Protest Process Pg. 15
Administrative Requirements Pg. 15
Proposal Submission Requirements Pg. 16
Sample San Mateo County Librar ies Agreement Pg. 19
Page 1

Statement of Intent
San Mateo County Libraries ("Library") seeks proposals from qualified firms or consultants
in response to this Request for Proposals (RFP) to provide planning and assessment
services for one or more of the following projects:
1) Woodside Library Needs Assessment
2) North Fair Oaks Library Needs Assessment
3) Administration Building Facility Needs Assessment
Through these projects, the Library seeks to evaluate current conditions, identify current
and future service and facility needs, and develop recommendations to inform future
planning, capital investment, and operational decision -making.
Firms or Consultant s ("Proposer s") may submit a proposal for one project, multiple
projects, or all projects . Each proposal shall clearly identif y the applicable project(s). For
proposals addressing more than one project, Proposers shall provide separate scope,
schedule, and fee information for each project and may also identify any efficiencies
available if multiple projects are awarded to the same Proposer.
The Library reserves the right to award one, multiple, all, or none of the projects, including
awarding projects individually or in combination to one or more Proposers, as determined
to be in the best interest of the Library , and to negotiate final scope, schedule, and
compensation in accordance with applicable laws, policies, and procedures.
Nature of Services Required
The Library seeks qualified Proposers to provide planning and assessment services for one
or more of the projects described in this RFP . Proposers may recommend refinements to
the Scope of Work to improve project outcomes; however, proposal s shall clearly identify
any such refinements and shall also respond to the Scope of Work described in this RFP.
The selected Proposers shall provide all labor, supervision, materials, and incidentals
necessary to complete the project(s) awarded. Services may include, as applicable to each
project, review of existing documents and data , including relevant demographic, usage,
facility, and operational information; site visits; stakeholder and community engagement
through meetings, interviews, focus groups, surveys and other appropriate methods;
assessment of current conditions and future needs; deve lopment of findings and
recommendations; preparation of draft and final deliverables ; and presentation of results.
The scope of work for each project shall align with and build upon relevant prior planning
efforts and background materials identified by the Library, including the San Mateo County
Libraries Strategic Plan 2025 -2030 and other project -specific reference documents.
Page 2

For each project proposed, the Proposers shall include a project schedule identifying key
milestones for project initiation ; document and data review ; engagement activities , as
applicable ; draft deliverables ; Library review ; final deliverables ; and presentation of
findings. Proposers shall also describe the meetings, interviews, site visits, presentations ,
and other engagement activities included in the proposed scope of work, including the
number and type assumed for each project .
Project Descriptions and Scope of Work
Project 1 - Woodside Library Needs Assessment
Woodside Library - 3140 Woodside Rd, Woodside, CA 94062
Project Background
The Woodside Library is a rustic 4,500 square foot building of open design with a cathedral
ceiling that was constructed in 1968 and remodeled in 2016. The library has a service
population of 5,20 6 and welcomes 57,717 visitors annually*. Since the remodel, the Town
of Woodside has embarked on updating the Town Center Area Plan which contains policies,
standards, and guidelines for land uses, new or modified buildings, placemaking, mobility,
parking, open space, and utilities.
This planning effort builds on the Town Center's historic roots and quaint character while
exploring ideas for new housing opportunities and walkable public spaces, improved
parking and movement for vehicles, pedestrians, equestrians, and bicycles, and
enhanced streetscape design and public amenities. The updated plan will identify the
desired and appropriate land uses and transportation facilities that best serve the
Woodside community.
A Library Needs Assessment was approved by the Library JPA Governing Board in
June 2026 to aid in identifying library improvement and expansion opportunities.
*2024 -2025 CA Public Library Survey Statistics for Woodside Library
Days /
Year Library Volumes Number of
Date Hours Service Circulation Staff
Library Visitors in Public
Size Built Open Population (annually) FTE Seating
Remodeled (annually) Collection Computers
(weekly )
4,500 1968 2016 7 Days, 5,206 57,717 16,801 74,651 5.50 48 14
Sq Ft 61 Hours
Page 3

Project Objectives
* Evaluate current and future community needs within the service area.
* Assess how the existing library facility supports or constrains access to
library collections, programs, services, technology, and community spaces.
* Identify space, facility, and operational needs necessary to support library service
delivery and respond to community priorities.
* Develop recommendations to guide future library planning, facility
investments, service enhancements, and operational improvements.
Scope of Services
The selected Proposers shall review and consider relevant demographic, facility, service,
and community data, as well as planning documents, facility information, and other
background materials provided by the Library and Town of Woodside ; assess current library
services and facilities; conduct community and stakeholder engagement; and develop
recommendations that address current and future needs.
The selected Proposer shall develop and implement an engagement strategy that gathers
meaningful input from residents, stakeholders, and community partners and utilizes
outreach methods appropriate to the service area to encourage broad participation
throughout the assessment process.
As appropriate, the Proposer may incorporate benchmarking, best practices, and
comparative information from similar or peer library facilities to inform findings and
recommendations.
Deliverables
The selected Proposer shall provide the following deliverables:
* Copies of any communication items such as meeting agendas, meeting
minutes, surveys/questionnaires, etc.
* A draft of the Library Needs Assessment Report for the Library and Town of
Woodside review and feedback.
* A final Library Needs Assessment Report incorporating feedback. The final
report shall include:
- an executive summary of key findings and recommendations;
- an assessment of current and future library service, space, facility, and
operational needs;
- prioritized recommendations for future library services, facilities, programs,
and operational improvements;
- an implementation roadmap identifying recommended actions, capital
improvement opportunities, and short, medium, and long -term priorities; and
- appendices documenting community and stakeholder engagement activities,
including a summary of outreach methods, community input received, and
key findings.
Page 4

* Two (2) printed and bound copies, and an electronic copy, of the final Library Needs
Assessment Report.
* Electronic copies of all final deliverables in Microsoft Word, Excel (if applicable), and
PDF formats.
* Presentation materials summarizing key findings and recommendations.
Project Outcome
The completed Library Needs Assessment shall provide the Library and Town of Woodside
with a comprehensive understanding of the current and future needs of the Woodside
Library. The assessment shall identify opportunities to enhance library services, facilities,
programs, and spaces and provide recommendations to guide future service
enhan cements, facility investments, operational improvements, and long -range planning
efforts.
Project 2 - North Fair Oaks Library Needs Assessment
North Fair Oaks Library - 2510 Middlefield Rd, Redwood City, CA 94063
Project Background
The 3,800 square foot North Fair Oaks Library serves the unincorporated North Fair Oaks
community as well as Redwood City residents. It is a popular and well -used community
destination with 82,009 library visitors annually*.
The North Fair Oaks Library is located along the Middlefield Road corridor, where the
County of San Mateo has invested in a comprehensive streetscape improvement project to
create a safer, more walkable, and vibrant community main street. Together with the co-
located Human Services Agency, these investments reinforce North Fair Oaks Library as a
central hub for learning, public services, and community life.
Since opening in its current location in 1995, the library has been supported through a
collaborative funding and operations model, with the County owning the facility and
Redwood City historically operating the library. Operational responsibility for the North Fair
Oaks Library was assumed by San Mateo County Libraries in 2021, and a cost -sharing
agreement is currently in place with Redwood City.
A Library Needs Assessment was approved by the Library JPA Governing Board in June
2026 to aid in identifying community needs and opportunities for future library
improvements and expansion.
Page 5

*2024 -2025 CA Public Library Survey Statistics for North Fair Oaks Library
Library Volumes Number of
Size
Y
B
e
u
a
il
r
t Rem
Y
o
e
d
a
e
r
le d O
D
p
a
e
y
n
s/
( w
H
e
o
e
u
k
r
l
s
y )
Pop
S
u
e
l
r
a
v
t
i
i
c
o
e
n* * (a
V
n
i
n
si
u
to
a
r
ll
s
y ) Colle
i
c
n
t ion
C
(
i
a
r
n
cu
n
l
u
a
a
ti
l
o
ly
n
)
S
F
t
T
a
E
ff
Seat ing
Com
Pu
p
b
u
l
t
ic
e rs
3,800 1974 2018 7 days, 25,015 82,009 13,1 75 29,556 6.50 47 20
Sq Ft 61 hours
** In addition to serving the unincorporated North Fair Oaks community (about 14,027 people), it
also serves adjacent Redwood City neighborhoods, bringing the total service population to 25,015.
Project Objectives
* Evaluate current and future library service needs within the service area.
* Assess how the existing library facility supports or constrains access to
library collections, programs, services, technology, and community spaces.
* Conduct an inclusive and culturally responsive needs assessment that reflects the
diverse perspectives, experiences, and priorities of the North Fair Oaks community.
* Identify space, facility, and operational needs necessary to support library
service delivery and respond to community priorities.
* Develop recommendations to guide future library planning, facility
investments, service enhancements, and operational improvements.
Scope Of Services
The selected Proposer shall review and consider relevant demographic, facility, service, and
community data, as well as Library and County planning documents, facility information,
and other background materials provided by the Library and County; assess c urrent library
services and facilities; conduct community and stakeholder engagement; and develop
recommendations that address current and future needs.
The selected Proposer shall develop and implement an inclusive and culturally responsive
engagement strategy that reflects the demographics of the service area, gathers
meaningful input from residents, stakeholders, and community partners, and utilizes
outreach methods designed to r educe barriers to participation and encourage broad
community involvement.
The selected Proposer shall provide language access services, including Spanish translation
and interpretation for outreach materials and engagement activities, and shall recommend
additional language access services as appropriate.
Page 6

Deliverables
The selected Proposer shall provide the following deliverables:
* Copies of any communication items such as meeting agendas, meeting
minutes, surveys/questionnaires, etc.
* A draft Library Needs Assessment Report for Library and County review and
feedback.
* A final Library Needs Assessment Report incorporating feedback. The final
report shall include:
- an executive summary of key findings and recommendations;
- an assessment of current and future library service, space, facility, and
operational needs;
- prioritized recommendations for future library services, facilities,
programs, and operational improvements;
- an implementation roadmap identifying recommended actions,
capital improvement opportunities, and short -, medium -, and long -
term priorities; and
- appendices documenting community and stakeholder engagement
activities, including a summary of outreach methods, translation and
interpretation support provided, community input received, and key
findings.
* Two (2) printed and bound copies, and an electronic copy, of the final
Library Needs Assessment Report in English.
* Two (2) printed and bound copies, and an electronic copy, of the final
Library Needs Assessment Report in Spanish.
* Electronic copies of all final deliverables in Microsoft Word, Excel (if
applicable), and PDF formats.
* Presentation materials summarizing key findings and recommendations.
Project Outcome
The completed Library Needs Assessment shall provide Library and County with a
comprehensive understanding of the current and future needs of the North Fair Oaks
community. The assessment shall identify opportunities to enhance library services,
facilities , programs, and spaces and provide recommendations to guide future service
enhancements, facility investments, operational improvements, and long -range planning
efforts.
Page 7

Project 3 - Administration Building Facility Needs Assessment
Administration Building - 125 Lessingia C ourt, San Mateo, CA 94402
Project Background
The Library Administration Building is a 16,342 -square -foot facility originally constructed in
1960 and recently remodeled in 2023. Th is County -owned building houses all of the
support divisions (administration , HR, finance, IT, programming, communications,
collections and technical services, etc.) that perform administrative and operational
functions essential to the overall library organization and its community services.
A Facility Assessment was approved by the Library JPA Governing Board in June 2026.
As the Library plans for the system 's future use and long -term needs, a facility needs
assessment is required to evaluate existing conditions, identify operational and space
requirements, and inform future planning decisions.
Data for Administration Building
Year Year Staff Number of
Size Built Remodeled Positions Seating Computers
16,342 Sq Ft 1960 2023 53 57 57
Project Objectives
* Evaluate the current functionality, condition, and utilization of the
Administration Building.
* Assess how the Administration Building supports the Library operations, staff
needs, operational workflows, and support functions.
* Identify current and future space, facility, and operational requirements
necessary to support organizational needs.
* Develop recommendations to improve facility functionality, operational
efficiency, space utilization, and long -term facility performance, including
opportunities for renovation and reconfiguration.
* Provide a framework, including cost modeling, to support informed decision -
making regarding future facility improvements, capital investments, and long -
range planning efforts.
Scope of Services
The selected Proposer shall review relevant facility, operational, organizational, and staffing
information, as well as building plans, facility documentation, and other background
materials provided by the County and Library; assess existing facility conditions, space
utilization, and operational workflows; engage the Library and County staff and
stakeholders; and develop recommendations that address current and future facility needs.
Page 8

The selected Proposer shall evaluate how effectively the Administration Building supports
the Library operations and staff needs, identify operational and spatial challenges, and
assess opportunities to improve facility functionality, efficiency, and utilization.
The selected Proposer shall identify opportunities for facility improvements, renovations,
space reconfigurations, conceptual planning options, and other planning considerations
that support current and future operational needs , including evaluating the feasibility and
potential benefits of relocating administrative functions to an alternative facility or site, as
appropriate.
Deliverables
The selected Proposer shall provide the following deliverables:
* Copies of any communication items such as meeting agendas, meeting
minutes, surveys/questionnaires, etc.
* A draft Facility Needs Assessment Report for the Library review and
feedback.
* A final Facility Needs Assessment Report incorporating feedback. The final
report shall include:
- an assessment of existing conditions, space utilization, operational
workflows, and facility challenges;
- an evaluation of current and future facility, space, and operational
needs;
- recommendations for facility improvements, renovations, space
reconfigurations, and conceptual planning options;
- implementation priorities, phasing strategies, and preliminary cost
estimates; and
- supporting documentation summarizing key findings and planning
considerations .
* Two (2) printed and bound copies, and an electronic copy, of the final
Facility Needs Assessment Report.
* Electronic copies of all final deliverables in Microsoft Word, Excel (if
applicable), and PDF formats.
* Presentation materials summarizing key findings, recommendations,
conceptual planning options, and implementation strategies.
Page 9