Request for Proposals Executive Search Services for Dexter District Library, Library Director
Posted
Nov 6, 2026
Dec 1, 2026
Issue date: November 6, 2026 Proposal deadline: December 1, 2026, 4:00 p.m. Eastern Time Contact: Shelly Vrsek, President, Board of Trustees, svrsek@dexter.lib.mi.us Administrative contact: for submissions and questions: Paul McCann, Library Director pmccann@dexter.lib.mi.us Anticipated contract start: January 2027 1. Invitation The Dexter District Library ('the Library') invites qualified executive-search firms to submit proposals to recruit and support the selection of a new Library Director. The selected firm will conduct a comprehensive, inclusive search and advise the Library Board throughout the process, from refining the candidate profile through finalist evaluation and offer negotiations. The Library seeks a Director who can lead a public-serving institution, work effectively with the Library Board, staff members and community, and advance the Library's mission and strategic priorities. The Board is seeking an experienced library leader. Candidates must hold a master's degree in library or information science from an ALA-accredited program and be eligible for Michigan Level 1 Professional Librarian Certification. Experience as a director, assistant director, or department/branch head in a public library is strongly preferred. The Library has already completed substantial groundwork for this search. Through a leadership transition engagement begun in 2026, the Library has conducted a confidential staff survey, leadership team interviews, and team strengths work, and is completing a DDL Leadership Behaviors Framework in December 2026. These materials will be provided to the selected firm and are expected to inform the position profile and selection criteria. Proposers should build on this work rather than duplicate it, and should price their services accordingly (see Section 7E). 2. About the Library The Library serves 21,616 area residents, having over 11,000 active library card holders and a collection of nearly 113,000 items. The Library has a vision statement 'A pathway of discovery * empowering minds and connecting community' and strives to fulfill the mission 'As a community gathering place, we inspire literacy, provide engaging programming, facilitate access to information, and promote lifelong learning.' On an annual basis, the Library loans over 400,000 items to local residents from its single, main location and has been the top loaning Michigan public library of its size for the past two years. On an annual basis, the Library attracts approximately 135,000 visitors and sees over 27,000 participants at specific programs and events. The service area mirrors the Dexter Community School District and encompasses portions of 10 different municipalities. The Library's most recent operating millage passed with 69 percent voter support, reflecting strong community trust and a stable funding base. The Library Director serves as the chief administrative officer for the Library, overseeing all aspects of financial management, personnel and service provision. The Library has a staff of approximately 36 employees and an annual budget of approximately $2.4 million. The Library is governed by the Michigan District Library Establishment Act (PA 24 of 1989) and overseen by an eight member Board of Trustees who are appointed by the founding municipalities. The current Director is retiring in 2027 after more than three decades of service, a period in which the Library grew from a small operation into one of the top-performing libraries of its class in Michigan. The Board is seeking a successor who will build on that foundation while bringing fresh perspective to the Library's next chapter. The Library is an equal opportunity employer and welcomes proposals that demonstrate broad outreach and a consistent, well-documented evaluation process. 3. Search Objectives The selected firm will: 1. Develop a clear understanding of the Library, its community, and the position. 2. Create an effective recruitment strategy that reaches a broad, qualified candidate pool. 3. Support a fair and consistent candidate evaluation process. 4. Help the Library identify candidates whose experience, leadership approach, and values align with the position profile. 5. Maintain timely communication and protect candidate confidentiality to the extent permitted by the Michigan Open Meetings Act, the Freedom of Information Act, and Library policy. 6. Support the Library through finalist selection, references, and offer negotiations. 4. Scope of Services The firm's proposal should address how it will provide the following services. A. Project launch and position profile Meet with the Library Board, search committee, staff, and other stakeholders designated by the Library, building on the stakeholder input the Library has already gathered. Review relevant documents, such as the strategic plan, organizational chart, budget, prior position description, and the Library's Leadership Behaviors Framework and organizational assessment summary. Recommend an engagement plan and search schedule. Refine the position description, candidate profile, and selection criteria, using the Library's Leadership Behaviors Framework as the foundation. Advise the Library on compensation positioning and recruitment messaging, using appropriate market information. B. Recruitment and outreach Develop a recruitment and outreach plan, including advertising channels and direct sourcing. Identify and contact potential candidates, including passive candidates. Reach candidates with varied backgrounds and experience, using lawful and job-related outreach practices. Provide recruitment materials suitable for distribution through professional networks and other relevant channels. Track outreach activity and provide regular progress reports. C. Candidate screening and assessment Receive, acknowledge, and review applications. Evaluate candidates against criteria approved by the Library. Conduct preliminary interviews and present a qualified pool of candidates. Provide written candidate summaries, including relevant experience, qualifications, and potential areas for further evaluation. Check references and credentials for finalists, as directed by the Library, including verification of degree and Michigan librarian certification eligibility. Describe any background-check services offered and identify which checks would require Library approval. Advise the Library on interview questions, assessment methods, and consistent evaluation practices. D. Interview and selection support Assist with designing the interview process, interview materials, and evaluation tools. Coordinate candidate interviews and communications. Support finalist interviews, presentations, community or staff meetings, and other selection activities requested by the Library. Advise the Board on conducting finalist interviews and deliberations in compliance with the Michigan Open Meetings Act. Facilitate debriefs and help the Library compare candidates against the approved criteria. Assist with offer discussions and negotiations, if requested. E. Project management and closeout Provide a primary project lead and backup contact. Hold regular check-in meetings and promptly communicate significant developments. Maintain an agreed schedule and flag risks or delays early. Provide a final report summarizing the process, outreach, candidate pool, and recommendations. Explain how candidate records and confidential information will be handled, retained, or disposed of at the end of the engagement, subject to applicable records requirements. 5. Proposed Schedule Milestone Target date RFP issued November 6, 2026 Questions due November 17, 2026, 4:00 p.m. Eastern Responses to questions issued November 19, 2026 Proposals due December 1, 2026, 4:00 p.m. Eastern Interviews with firms, if needed December 2 to 4, 2026 Firm selected and contract finalized Firm selected December 7, 2026; contract finalized by December 18, 2026 Search kickoff January 2027 Candidate pool presented Late February 2027 Finalist interviews March 2027 Preferred candidate selected Early April 2027 Anticipated start date for director May 3, 2027 (target), with an overlap period with the current Director The dates above are targets. The Board intends to select a firm at its December 7, 2026 meeting. Proposers may recommend adjustments and should explain any dependencies. 6. Proposer Qualifications Proposals should demonstrate the firm's ability to: Conduct executive searches for public libraries or comparable public-service organizations. Recruit leaders in a public-sector, nonprofit, or community-facing environment. Conduct an organized, transparent, and inclusive search process. Work effectively with governing boards, search committees, staff, and diverse community stakeholders. Manage candidate confidentiality and sensitive information appropriately. Work within Michigan public-sector requirements, including the Open Meetings Act and the Freedom of Information Act, as they apply to a public library director search. Meet the proposed schedule and provide responsive project management. The Library welcomes proposals from firms of different sizes, including qualified independent consultants. Threshold requirement: proposals that do not demonstrate at least two completed public library director searches within the past five years will not be advanced to scoring. 7. Proposal Requirements Proposals should be organized in the following order. A. Cover letter Identify the proposing firm, primary contact, authorized representative, and the person who would lead the engagement. Confirm that the proposal will remain valid for 90 days. B. Firm and team experience Describe the firm's history, services, and relevant expertise. Identify the proposed project lead and team members, including their roles and availability. Provide at least three examples of relevant searches completed within the past five years. For each, include the client or organization (if disclosable), position, approximate timeframe, scope, and outcome. Provide at least three client references, including contact information and permission to contact them. C. Understanding and approach Describe your understanding of the assignment and its likely challenges. Explain your approach to stakeholder input, position-profile development, candidate sourcing, screening, and finalist support. Describe how you will reach candidates beyond those actively seeking a position. Explain how you will support a fair, accessible, and consistent process. Identify any services that are optional, excluded, or dependent on additional fees. Describe your experience with public library director searches in Michigan or comparable states, including how you manage candidate confidentiality within Open Meetings Act and public records requirements. D. Work plan and schedule Provide a proposed work plan with milestones, estimated timing, Library responsibilities, and any assumptions or dependencies. E. Fees and expenses Provide a complete fee proposal, including Fixed fee for the work. If a percentage-based fee is proposed, state the percentage and the salary basis; the Library prefers a fixed fee Payment schedule and any deposit Estimated expenses and how they will be approved Advertising, travel, background-check, or other potential costs Any additional or optional services and their prices Cancellation or pause fees, if applicable Replacement guarantee: the period and terms under which the firm will conduct a replacement search if the selected Director leaves or is removed. The Library expects a guarantee of at least 12 months Pricing for two scopes: (1) the full-service search described in Section 4, and (2) a reduced scope in which the Library supplies the position profile, selection criteria, and stakeholder input from its completed transition work Clearly distinguish fees from estimated pass-through expenses. No additional expense may be incurred without the Library's prior written approval. F. Disclosures Disclose any actual or potential conflicts of interest, litigation or performance issues relevant to the proposed work, and any subcontractors or outside platforms that may be used. 8. Proposal Evaluation The Library may evaluate proposals using the following criteria: Criterion Weight Relevant executive-search experience and results 25% Quality and reach of recruitment and outreach 20% Screening, assessment, and finalist-support methods 20% Qualifications and availability of the proposed team 15% Project plan, communication, and schedule 10% Fees, value, and guarantee terms 10% The Library may interview proposers, request clarifications, check references, negotiate with one or more firms, or reject any or all proposals, subject to applicable law and its procurement requirements. The Library is not obligated to select the lowest-cost proposal. 9. Submission Instructions Submit proposals electronically as a single PDF to Paul McCann, Library Director, pmccann@dexter.lib.mi.us by 4:00 p.m. Eastern Time on December 1, 2026. Use the subject line 'RFP - Library Director Executive Search - [Firm Name].' Late proposals may be rejected. The proposer is responsible for confirming successful delivery. Proposals should not exceed 20 pages, excluding resumes and references. Questions Submit questions in writing to Paul McCann, Library Director, pmccann@dexter.lib.mi.us by 4:00 p.m. Eastern on November 17, 2026. Responses will be posted as an addendum on the Library website and emailed to every firm that has notified the Library of its intent to propose. Firms intending to propose are asked to notify Paul McCann by email by the question deadline. Proposers should not contact Library Board members, staff, or other representatives about this RFP outside the designated contact. 10. Contract and General Conditions The selected firm will be required to enter into a written agreement with the Library. The agreement is expected to address: Scope, schedule, fees, expenses, and payment terms Confidentiality and handling of candidate information Ownership and delivery of work products Compliance with applicable laws, policies, and procurement requirements Insurance requirements, if applicable Subcontracting and assignment Termination and cancellation Records retention and public-records requirements, as applicable Replacement guarantee terms The Library will not consider a proposal binding until a written agreement is executed by authorized representatives. The selected firm will provide its standard engagement agreement for review by the Library and its legal counsel, to be revised as needed to reflect the terms above. 11. Reservation of Rights The Library reserves the right to amend or withdraw this RFP, request additional information, waive minor irregularities, conduct interviews, negotiate scope or fees, and select the proposal it determines is in the Library's best interest, consistent with applicable requirements. The Library may cancel the process at any time. 12. Attachments Include or make available, as appropriate: Current director position description Strategic Plan (available on the Library website) Organizational chart Budget summary Sample Statistical report Leadership Behaviors Framework and organizational assessment summary (provided to the selected firm at search kickoff) Position Summary (excerpt) The Dexter District Library serves a community of over 21,000 residents spread across 10 municipalities. The Library Director works with an eight-member public Board of Trustees, that operates under the Michigan Open Meetings Act, and provides strategic leadership and vision for the Dexter District Library, ensuring the organization remains responsive to the evolving needs of the community. This role requires an approachable, high-visibility leader who is as comfortable engaging with residents and community groups as they are presenting complex budgets to the Board of Trustees. The Library Director is responsible for fostering a collaborative workplace culture, empowering a strong management team, and embedding the Library into the fabric of the community through authentic relationship building and innovative service. Reports to: The Board of Trustees of the Dexter District Library Hours: 40+ hours per week Compensation: Competitive salary commensurate with experience; benefits in accordance with Board policy. Required Qualifications Education: Master's degree in Library/Information Science (MLS/MLIS) from an ALA-accredited program. Certification: Possession of, or the ability to obtain, a Michigan Level 1 Professional Library Certification. Experience: A minimum of five years of public library experience post-degree, with at least three years in a supervisory or administrative capacity (e.g., Director, Assistant Director, Department or Branch Head).
