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Request for Proposal



FYI, an RFP for a special collections project in Fremont, California, deadline April 17
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ALAMEDA COUNTY LIBRARY MEMORANDUM
DATE: March 8, 2000	
                TO:  Companies/Individuals Receiving This Request for Proposal
FROM: Rayme Meyer, Fremont Main Library
(Alameda County Library, California)
                SUBJECT: REQUEST FOR PROPOSALS

The Fremont Main Library of the Alameda County Library is seeking proposals for the following project.

BACKGROUND
The Fremont Main Library maintains a collection of Local History books and other materials, housed in the Maurice Marks Center for Local and California History.  The books are catalogued and included in the on-line catalog and their subject matter is roughly as described by the Center's name.

The focus of the non-book materials is primarily Southern Alameda County (the tri- cities of Fremont, Newark and Union City).  This part of the local history collection consists of eight 5-drawer file cabinets of subject-organized newspaper clippings, documents, brochures, photographs and ephemera.  This non-book material, collected by the Library, dates primarily from 1965-1985, although there is a smattering of older material scattered in the files.  A card file indicates existence of the files by subject, but not the contents of each file folder.  An additional part of the local history collection is the Gladys Williamson collection.  This material, consisting of raw material, old newspapers in folios, research and handwritten notes donated by the Oakland Tribune newspaper Columnist Gladys Williamson, is indexed in a separate card file and stored separately in two 5-drawer file cabinets.  It dates roughly from 1945-1965.

Also considered part of the Local History collection is a library-generated index to articles of local interest and obituaries, which were published in the Argus from 1965 to current (with a several-year gap when no one did the indexing).  At least five different staff people contributed to this original index resulting in inconsistencies and other problems.

Thus the card index file consists of three separate parts -- Argus index, "pamphlet file" index, and Gladys Williamson index.  The books, since they are on the online catalog, are not included in the card file.

Other pieces of local history reside in inaccessible formats/locations in the building: reel-to-reel audio tapes of interviews of Fremont residents in the Branch Manager's and Reference offices; California Nursery Company ledger books, account books, paper files; Old Great Registers from the Alameda County Clerk/Recorder's Office (these last items in locked closets).

FREMONT MAIN LIBRARY SERVICE AREA
The Fremont Main Library is the main library serving the Alameda County Library, which has branches in the cities of Albany, Dublin, Newark, Union City, and Fremont plus the unincorporated communities of Castro Valley and San Lorenzo.  The population of the Alameda County Library service area is 555,800.  The Fremont Main Library most directly serves the city of Fremont with a population of approximately 203,600; there is additional use from residents of Newark (population 42,750) and Union City (population 66,496), plus referrals from the other Alameda County libraries.

SCOPE OF WORK
Visit the Library to inspect the materials and their indexing, consult with appropriate staff and become familiar with the resources available for this project within the Library, and in the community.  At the conclusion of this evaluation of the collection, write a report delineating a plan of action to preserve, organize, develop and provide access to the Local History collection.

The information which the Library wants included in the report is as follows:

                1               What steps should be taken to preserve the Library's collection of non-book materials?  Include specific product recommendations as appropriate.
2.      How should the Library's collection of non-book materials be housed/organized/displayed?  How should it be protected from patron (mis)handling?  Include specific product recommendations as appropriate.
3.      In what other format(s), if any, should the library make these non-book materials available?  What available technology is best suited to accomplishing the goals of preservation and accessibility?  Include names of specific products and vendors, and cover the feasibility and desirability of technology such as imaging or microfilming in your recommendations.
4.      What methods should the Library use to provide intellectual access to these non-book materials (i.e. subject, author, title)?  Address the use of MARC cataloging, data base development, or other methods recommended.
5.      Should the library continue to index the Argus newspaper for relevant articles of local history?  How can this best be accomplished?
6.      Given that the widest possible accessibility to the existing collection is a goal of the library, how can this best be achieved?
7.      What steps, if any, should the library take to ensure growth and development of the Local History collection?
The analysis and report must enable the Library to make decisions and target resources to implement a plan of action for the Local History collection.

Proposals should include descriptions of each phase of the work, addressing each of the questions above, and include a proposed schedule and budget.

TIMELINE
Proposals are to be submitted to:

        Rayme Meyer, Acting Fremont Libraries Manager
        2400 Stevenson Blvd.
        Fremont, CA 94538-2325

by April 17, 2000.

COST ESTIMATE
Each proposal must include a cost for the work performed as covered by the Scope of Work described above.

EVALUATION CRITERIA
Proposals submitted must include a statement of qualifications and experience

Please provide a list of current and former clients. References should have a similar volume and requirements to those outlined in these specifications. Reference information is to include:

Company/Agency name
Contact person (name and title) - contact person is to be someone directly involved with the services.
Telephone number
Type of business 
Dates of service

The Library may contact some or all of the references provided in order to determine the proposers' performance record on work similar to that described in this request.

EVALUATION OF PROPOSALS
Contract will be awarded on the basis of selection criteria, including a combination of description of service which best meets the needs as outlined, quoted cost, references and qualifications.

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