HomeMy WebLinkAboutAgenda Statement 1985/07/16 Item 19 COUNCIL AGENDA STATEMENT
Item 19
Meeting Date 7/16/85
ITEM TITLE: Resolution/.//e/ Authorizing staff to enter into
negotiations with RCG-INBUCON Productivity
Services, Inc. , to contract for a productivity
study of the Library' s circulation activities.
SUBMITTED BY: Library Director VI-
REVIEWED BY: City Manager :76 i
During the budget session on May 30, 1985, the pending redesign of
the Library's circulation area was discussed in conjunction with
the CIP project for recarpeting . A question was raised about a
possible reconfiguration of the circulation area and the delay
this redesign might cause in scheduling the recarpeting . Council
was informed that an RFP had been advertised and a request to
enter into negotiations with a consultant to study the most
efficient organization of the circulation process would be
forthcoming . The resulting study' s recommendations would be the
basis for any future reconfiguration of library space.
RECOMMENDATION: That Council authorize staff to enter into
negotiations with RCG INBUCON Productivity Services, Inc. ,
regarding a productivity study and its costs.
BOARDS/COMMISSIONS RECOMMENDATION: The Library Board of Trustees
was informed on March 27, 1985 that RCG-INBUCON was the preferred
firm submitting an RFP and subsequently chosen for oral
presentations. A recommendation was not applicable.
Background
The Chula Vista Public Library occupied a new 55,000 sq. ft.
facility on July 4, 1976. After moving to the new building,
circulation rose dramatically (890, 411) then fell sharply
( 740,745) with the reduction in open hours and staff in FY
1978-79. Since 1979, the circulation activities have steadily
increased. Computerized circulation statistics and total yearly
circulation including films and videocassettes, support this
trend (Attachment A) .
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Dated . 7L4Ef
Page 2, it 19
Meeting Date 7/16/85
In order to accommodate the volume and complexity of circulation
activities, a Data Phase Automated Circulation System was
installed in 1979. Other changes to try to make the work more
efficient were made the same year when the book return area was
relocated next to the check-out desk. Then, in 1981 the book
return area was moved back to the original location. While it
was more efficient from the standpoint of staff being able to
perform multiple tasks in the same physical area, the space was
too small to lay out a satisfactory work flow pattern for both
book check-out and book return.
Certain efficiencies were achieved in 1981 under the Management
Review, and the staffing levels of the Circulation Department have
remained static for the past three fiscal years (Attachment B) .
Comparison to other libraries' work patterns and staffing cannot
be precise, but the attached chart presented in the City Manager's
"Proposed Budget for FY 1985-86" shows our library is already more
productive than other California library in our population and
circulation range (Attachment C) . Chula Vista with a circulation
of 293 books per open hour is 43% higher than the next busiest
library.
Since our productivity already exceeds other libraries, and not
wishing to respond by only asking for more personnel, the staff
began to think in terms of an industrial engineer rather than an
architect or library consultant. An industrial engineer could
collect, analyze and present data from time-motion studies and
statistical models which would lead to a more efficient and
effective use of the space as well as stay the rising need and
cost of more personnel to handle the increasing volume of work.
Discussion
In FY 1983-84, Council approved a CIP Project of $10, 000 for the
design phase of a new circulation area. In January, 1985, the
City issued a Request for Proposal (RFP) for a study to recommend
improvements in the Library's circulation activities and
development of the plans required for the recommended
improvements. Proposals were sent to twenty-five
architectural-planning and industrial engineering firms. A notice
appeared in the San Diego Union on January 5, 1985. Interested
bidders were given tours of the Library on January 21, 22, and 23 ,
1985.
Page 3, Item 19
Meeting Date 7/16/85
Bid Specifications
The bid specifications outlined the goal of increased circulation
productivity by more efficient organization of staff, equipment
and space and the objectives included identifying alternatives
which would increase productivity in circulating books without
expanding the square footage of the present building or adding to
the staff complement, accommodate a circulation up to 1, 000, 000
items a year, develop flow charts, layouts, floor plans and
specific equipment required and develop models to test the
alternatives. The present Data Phase Automated System was to be
retained.
Bid Proposals
The following firms responded to the RFP:
Firms Bid
Buss Silvers Hughs and Associates $20, 570
Honeywell, Manufacturing Services Division 59, 000
RCG-INBUCON Productivity Services 49, 000,
Stichler Design Group, Inc. 39, 000
The evaluation of all bids was based on the following:
*management capabilities
*approach to problems
*understanding of the Chula Vista Public Library objectives
*proposed work schedule
*staff to be assigned
*fee
A selection committee composed of George Krempl, Director of
Planning; Gary Golitz, Principal Administrative Analyst; and
myself, the Library Director, accepted oral presentations from
Honeywell, RCG-INBUCON, and Stichler Design Group.
Honeywell was rejected on the basis of price and a sketchy
presentation. The Stichler Design Group had no industrial
engineering understanding or capabilities. RCG-INBUCON, although
not the low bidder, was selected because the written proposal and
oral presentation showed a superior understanding of Chula Vista's
library situation. The project leader's previous experience
working with libraries and good recommendations from Rohr
Industries with whom he presently has contracts, were supported in
his presentation. Depending on the negotiations, the final
contract amount may be less than the proposed $49, 000.
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Page 4, Item 19
Meeting Date 7/16/85
FISCAL IMPACT
The preferred consulting firm , RCG-INBUCON, states in the written
proposal the City can recover the costs of the study by the
'opportunity' to save by not hiring three additional staff members