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HomeMy WebLinkAboutAgenda Statement 1985/10/01 Item 14 COUNCIL AGENDA STATEMENT Item 14 Meeting Date 10/1/85 ITEM TITLE: Resolution approving agreement with the firm of RCG-INBUCON Productivity Services, Inc. for library consulting services and appropriate funds SUBMITTED BY: Library Director ( 4/5ths Vote: YES NO ) REVIEWED BY: City Manager, On July 16, 1985 the City Council authorized staff to enter into negotiations with RCG-INBUCON Productivity Services, Inc. , for a productivity study of the Library' s circulation activities and the costs of such a study. RECOMMENDATION: That Council adopt the resolution approving the agreement with RCG-INBUCON and appropriate $39, 000 from the unappropriated balance of the California Library Services Fund. 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 a service agreement with RCG-INBUCON would be proposed to Council for approval. A recommendation is not applicable. Background 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. Four firms responded and a selection committee recommended RCG-INBUCON Productivity Services, Inc. because their proposal offered advanced industrial engineering skills and experience combined with the specialized skills and knowledge of Taylor and Associates, Library Consultants. On July 16, 1985 the Council authorized staff to enter into contract negotiations with RCG-INBUCON Productivity Services, Inc. Attachment A is a report explaining the need for the improved productivity study and a summary of RCG-INBUCON's proposal. Attachment B is RCG-INBUCON' s service agreement. --, r Page 2, Item 14 Meeting Date 10/1/85 Discussion On July 16th and again on August 26th Library staff and representatives of RCG-INBUCON attempted to reduce the cost of the study. The following options were examined : 1. Reduce the number of library work elements to be studied . 2. Use current Library employees to collect data. Save $1,600. 3. Reduce the study to basic data gathering and layout, eliminating computer modeling, Phase II. Save $19, 500. 4. Use Library staff in place of Taylor and Associates, Library Consultants. Save $10, 500. After examining the four options above, number four, to use the Library staff to provide library expertise and eliminate the library consultant, Taylor and Associates, was the only one that could be implemented without seriously impairing the productivity study. This has the advantage of saving $10, 500, but the staff does not recommend selecting option four. The use of present staff would result in the following disadvantages. 1. Loss of Library staff time away from current priorities and routine functions. 2. Lack of staff expertise and City travel funds for staff to adequately evaluate off-site equipment installed at other libraries. 3. Possible delay in the completion of the project due to the library staff responding to unexpected emergencies or unforseen changes in priorities from City Administration or City Council. 4. Lack of objectivity in analyzing possible changes in procedures and policies since current practices originated in-house. To obtain the most objective study, the staff recommends the retention of Taylor and Associates, Library Consultants. t 1` te_ b the City Council of Chula Vista, California Dated /e- / i� Page 3, Item 14 Meeting Date 10/1/85 The other three options were rejected for the following reasons: 1. Reduce the number of library work elements to be studied. None of the three library work elements, check-out, book return, or shelving the books could be eliminated without seriously impairing the value of the study. 2. Use current Library employees to collect data. Since the Library staff exceeds significantly all California public libraries in productivity, removing them from their regular duties to collect data would degrade the waiting time to check out a book to 20-30 minutes during busy times and 5-10 minutes during slow times. It would also call for training time, supervision time, and time to assemble the data. The validity of the study demands proper data gathering and the potential for problems with the results of the study is not worth the $1, 600 savings. 3. Reduce the study to basic data gathering and layout, eliminating computer modeling, Phase II. This would eliminate Phase II of the consultant's proposal (Attachment A). Phase II has the advantage of testing the variables such as staffing patterns and queuing time by formulating a mathematical model and running all the variables through a computer. Implementing a new layout without testing the variables will not produce an optimal new Library re-configuration. This expertise is worth $19, 500 to produce an optimal study. Two remaining alternatives are presented for Council consideration. Staff recommends Alternative A. Alternative A The full service agreement proposal for $49, 000 including the library consulting firm of Taylor and Associates. Alternative B A modified service agreement with full industrial engineering components and computer modeling without the independent library consultant for $38, 500. If Taylor and Associates are not used , a revised agreement would be required. Page 4, Item 14 Meeting Date 10/1/85 Fiscal Impact The additional funds needed for this capital project can be appropriated from the unappropriated balance of $289, 000 of the California Library Services Act Fund. The California State Library deems it appropriate to use CLSA funds to improve public library efficiency. The staff recommends that the Council appropriate $39, 000 from the unappropriated balance in the California Library Services Act Fund to 600 6000 SLA04. An additional unknown amount of money will be required to implement the recommendations upon the acceptance of the final report from RCG-INBUCON. These recommendations most likely will be for structural changes to the building and additional equipment and installation. Although the cost of this study and its implementation will require initial capital investment, savings can be realized in the long term by avoiding hiring additional clerical staff. RCG-INBUCON estimates an initial yearly savings of approximately $35, 000 in personnel costs.