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HomeMy WebLinkAboutAgenda Statement 1986/07/15 Item 9 atiya,A44-) COUNCIL AGENDA STATEMENT by the City Cfo..loil of Item 9 Chula Vista, California • 9tAil ,•�/ /76 Meeting Date 7/15/86 Date • — on /aG /3approving agreement with the firm of HBW Associates Inc. in association with Michael Feerer and Associates, for library consulting services SUBMITTED BY: Library Direc or (4/5ths Vote: Yes No x ) REVIEWED BY: City Manage The idea of broad public access to books, information and knowledge is a central theme in the history of Chula Vista. This commitment to a free public library is manifest in our present building built in 1976. There is, however, a growing concern about the future configuration of library services to Chula Vista citizens in the recently annexed area to the south and the developed and developing areas to the east. A Master Plan to establish the future configuration of the Chula Vista Public Library is needed to determine who will be served, what level of service will be provided, and what type of facilities can deliver cost-effective service. A master plan for the next ten years of library services is needed to address these questions. In the Capital Improvement Program Budget of FY 1982-83 Council appropriated $9,300 from the California Library Services Act Fund to develop and publish a comprehensive plan for library services. On December 17, 1985 Council requested that the Library Department proceed with the Library Master Plan as an element in the City Master Facilities Plan. The major objectives of the Library Master Plan are: 1 . Evaluate the adequacy of Chula Vista's main library and two recently annexed branch libraries; 2. Analyze the planned growth of the City with respect to the need for future library facilities and resources examining among many options: a. shared use with other public facilities such as community centers or schools b. alternatives to permanent facilities such as store-front rentals or bookmobiles c. traditional branch system d. a dual main system 3. Prepare a plan to accommodate existing and future demand for library services. The completed Library Master Plan will be adopted as a component to the Master Facilities Plan, an element of the City 's General Plan. It is expected the Library study wand December Master Plan September 1 RECOMMENDATION: That Council adopt the resolution approving the agreement with HBW Associates, Inc. in association with Michael Feerer and Associates. BOARDS/COMMISSIONS RECOMMENDATIONS: Not Applicable } Form A-113 (Rev. 11/79) Page 2, Item 9 Meeting Date 7/15/86 DISCUSSION On February 19, 1986 the request for Statements of Qualifications for the Master Plan for the Chula Vista Public Library was completed. These requests were mailed to a select list of twenty-one planning and library planning consultants as well as advertised locally and statewide. Responses were received by March 21 , 1986 from: Deloitte, Haskins & Sells, HBW Associates, Inc. and San Diego, CA Michael Feerer Associates Dallas, and San Diego B.L. Goldberg & Associates, Albuquerque, NM Lowell A Martin Ticonderoga, NY Raymond Holt & Associates, Del Mar, CA The Planning Director, City General Plan Consultant, Bud Gray , and the Library Director rated the five responses on the following criteria: 1 . Qualifications of personnel and staff depth 2. Experience 3. Experience with Chula Vista and environs 4. Resources of the firm 5. Time frame 6. Estimated cost 7. Proximity to Chula Vista 8. Past record of performance The three consultants chosen to be interviewed were Raymond Holt & Associates, Lowell A. Martin, and HBW Associates, Inc. in association with Michael Feerer Associ ates. On April 14th a panel consisting of the San Diego County Librarian, the Director of Planning and the Library Director personally interviewed the three consultants using the same set of seven philosophical and practical questions in addition to the original criteria listed above. Shortly after the personal interview, Lowell Martin withdrew his name. There was a two point difference in a scale of 100 between HBW Associates, Inc. and Ray Holt. The Library Director also conducted a more detailed evaluation of the master plans produced by the applicants. This included six plans by Ray Holt and six plans by Richard Waters, the principal of HBW Association. Telephone calls were made to the references as well as libraries in the process of completing plans. The Carlsbad Public Library , the San Diego Public Library , and the Santa Ana Public Library are currently working with HBW Associates. In all , 29 master library plans for public libraries nation-wide were reviewed . The final deciding factor was the quality of the completed reports in which HBW Associates was superior to Ray Holt in presentation, analysis and creative solutions. /'' Page 3, Item 9 Meeting Date 7/15/86 On May 29, 1986 the Library Director and General Plan Consultant entered into negotiations with the recommended consultant and on June 24, 1986 an agreement was reached. The work program would consist of three phases to be completed by December 1986. These phases are: Phase I - Library Needs Assessment A Library needs assessment to include an inventory of existing facilities and utilization of space; develop, administer, and analyze a user survey ; evaluate current service and facilities in relationship to site size, facility size, book collection size , service area, parking , and population characteristics. Phase II - Planning for Expanded Library Service Needs Plan for expanded library service needs to include assessing existing libraries in neighboring jurisdictions, investigating the potential for joint use facilities with schools, colleges, recreation centers, fire stations or other public facilities in the planning area, and developing alternatives to permanent facilities, evaluating school libraries in the district, evaluating cooperative agreements with the Serra System, developing size and location options and strategies for a branch library system, evaluating the concept of dual main library system. Phase III - Produce a Master Plan Report Produce a master plan in final form that will address expansion or closing of existing facilities, new facilities, initial capital and long-term operational costs, funding source and overall service program plans. The workplan (Exhibit A) and contract (Exhibit B) are attached . FISCAL IMPACT The total amount necessary to implement this agreement is $30,900. Funds are available in account 600-6000-CLSA03 ($9,300), and 600-6000-CLSA09 ($21,600).