Mason Public Library
Request for Qualifications
Library Planning Consultant Services
The Mason Public Library, Board of Trustees (“Library”) seeks qualified consultants to submit a Statement of Qualifications ("SOQ") for feasibility and planning consulting services related to a possible new branch library or satellite facility.
Overview:
The Mason Public Library is located at 200 Reading Road at the center of downtown Mason. The library has been at its current location since 1980 and has undertaken multiple expansion projects in the past. The Library is a separate legal entity from the City of Mason, and is a fully funded political subdivision, receiving the majority of its funding from the State of Ohio, Public Library Fund and a local continual operating levy. The Library is governed by a seven-member Board of Library Trustees. The Library’s service area includes the City of Mason and Deerfield Township as well as serving the Mason City School District and the Kings Local School District. The Library maintains approximately 74,000 cardholders/patrons and circulates approximately 70,000 items on a monthly basis. The Library also provides various program opportunities as well as outreach within the community.
Project Description:
The Mason Public Library has the long-term vision of opening a branch library or satellite facility within its service area to expand its outreach to the community. The Library is requesting a feasibility and planning study that addresses the following questions:
- Will a branch library significantly improve the Library’s service and outreach; what services should be provided.
- Identify potential locations within the Library’s service area.
- Should the branch be a new facility or temporary rental space; and possible size recommendations.
- Recommendations for service improvements at the current location.
- Budgetary estimates.
Scope of Services:
The selected consulting firm will work closely with Library Administration and the Board of Trustees to deliver a comprehensive plan that includes, but is not limited to:
- Community & Demographic Analysis
- Review population growth, demographic trends, and service area projections.
- Identify underserved communities and areas of emerging need.
- Identify potential locations for a branch location.
- Space Utilization & Program Needs (Related to a Branch Facility)
- Analysis of space allocations for collections, public services, technology, meeting rooms, facilities, equipment & workplaces, and staff.
- Recommend configurations to enhance user experience, flexibility, and futureadaptability.
- Existing Facilities Assessment
- Review and evaluate the physical condition, capacity, accessibility, technology and efficiency of the existing facility.
- Provide recommendations for service and programming improvements.
- Strategic Recommendations
- Propose multiple options for branch library or satellite facility.
- Provide budgetary cost estimates for each option, including land acquisition, construction, remodeling, rent, A/E fees, FF&E, and operational costs.
- Access the existing Library facility that include recommendations for renovation, expansion, relocation or new facilities as needed.
- Final Deliverables
- Comprehensive Planning Report (digital and print).
- Executive summary and presentation for the Board of Trustees.
- Implementation plan with prioritized recommendations.
Note: Community engagement and full architectural master planning services are not required as part of this initial planning process.
Schedule:
February 19, 2026 Request for Qualifications reviewed and approved by the Board of Trustees.
February 23, 2026 Request for Qualifications Issued.
March 16, 2026 Submission Deadline at 12:00pm (noon).
March 18, 2026 RFQ’s reviewed & ranked by Facilities Committee.
March 26, 2026 Facilities Committee recommendations presented to Board of Trustees.
Consultant interviews to be scheduled (if necessary),
April 1, 2026 Start Planning Work.
July 16, 2026 Present Final Report to Board of Trustees.
Questions, Clarifications, and Addenda:
All questions concerning this RFQ shall be directed in writing via email to:
Bradley Adams, Board President brad@vswc.com
Questions will be reviewed and the Library will determine whether any addenda should be issued as a result of any pertinent or substantive inquiries. Addenda will be issued to all firms that have requested the RFQ for the Project.
Submittal Instructions:
Interested firms should submit ten (10) copies of their Statements of Qualifications to the following address before the submittal deadline:
Mason Public Library
200 Reading Road
Mason, Ohio 45040
RFQ Submittals shall also be sent electronically to the email address indicated below:
Bradley Adams, Board President brad@vswc.com
Julie Flake, Fiscal Officer julie.flake@masonpl.org
Proposal Requirements:
- Interested firms must submit proposals including the following:
- Letter of interest stating understanding of the project and the firm’s qualifications.
- Firm overview including history, structure, areas of expertise, and relevant public library or comparable public-sector experience.
- Project team with resumes and roles of all key personnel.
- Project approach & methodology detailing how the scope of work will be completed,including proposed timeline and milestones.
- Relevant experience listing at least three comparable feasibility studies for libraries or similar institutions completed in the last 10 years.
- References with contact information for each cited project.
- Additional Information the firm considers pertinent to its qualifications.
- Certificate of insurance provided upon award.
Evaluation Criteria:
Statement of Qualifications submissions will be evaluated on:
- Understanding of stated planning objectives.
- Firm background and history.
- Demonstrated experience in library or public-sector facility planning.
- Qualifications and expertise of assigned personnel.
- Quality and relevance of past work.
- Estimating ability and accuracy.
- Overall responsiveness to the RFP.
- References.
The Library will select and rank the three firms it considers most qualified to provide the requested services. As a part of its evaluation, the Library may hold interviews with individual firms. Following this evaluation, the Library expects to enter into contract negotiations with the firm ranked most qualified to perform the services needed.
The Mason Public Library reserves the right to reject any or all submissions, waive informalities, and negotiate with the most qualified firm(s) to ensure the best outcome for the Library and the community.
End of RFQ