HomeMy WebLinkAboutReso 1986-12613 RESOLUTION NO. 12613
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA
VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA
VISTA AND HBW ASSOCIATES, INC. IN ASSOCIATION WITH
MICHAEL FEERER AND ASSOCIATES, FOR LIBRARY CONSULTING
SERVICES
AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT
The City Council of the City ~f Chula Vista does hereby
resolve as follows:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
City of Chula Vista that that certain agreement between THE CITY
OF CHULA VISTA, a municipal corporation, and HBW ASSOCIATES, INC.
in association with MICHAEL FEERER AND ASSOCIATES, for library
consulting services
dated the 15th day of July , 1986, a copy of which is
attached hereto and incorporated herein, the same as though fully
set forth herein be, and the same is hereby approved.
BE IT FURTHER RESOLVED that the Mayor of the City of
Chula Vista be, and he is hereby authorized and directed to
execute said agreement for and on behalf of the City of Chula
Vista.
Presented by Approved as to form by
Rosemary Lan~L--~i rary " Thomas J. Harron,
Director City Attorney
ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
CHULA VISTA, CALIFORNIA, this 15th day of. July
19 86 , by the following vote, to-wit:
AYES: Councilmembers Moore~ Campbell, McCandliss. Cox. Malcolm
NAYES: Counci 1 members None
ABSTAIN: Counci lmembers None
ABSENT: Counci lmembers None
STATE OF CALIFORNIA )
COUNTY OF SAN DIEGO ) ss.
CITY OF CHULA VISTA )
I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vista, California,
DO HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of
RESOLUTION NO. 12613
,and that the same has not been amendedor repealed
DATED
City Clerk
CI'W OF
CHULA VISTA
CC-660
AGREEMENT FOR LIBRARY PLANNING CONSULTING SERVICES
THIS AGREEMENT, entered into this 15thday of July____, 19~6, by and between
THE CITY OF CHULA VISTA, a municipal corporation ~hereinafter referred to as
"City") and HBW ASSOCIATES, INC. and MICHAEL FEERER AND ASSOCIATES,
(hereinafter referred to as "Consultant");
W I TNE SS ETH :
WHEREAS, THE City's Public Library is desirous of developing a Master
Plan, and
WHEREAS, an evaluation of the adequacy of Chula Vista's main library and
two recently annexed branch libraries is necessary, and
WHEREAS, an analysis of the planned §rowth of the City with respect to the
need for future facilities and resources is required, and
WHEREAS, proposals were received from various consulting organizations to
prepare a plan to accommodate existing and future demand for library services,
and
WHEREAS, staff has been provided authorization by the City Council to
enter into negotiations with the Consultant, and
WHEREAS, these negotiations have resulted in the preparation of this
agreement for consulting services.
NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED by and between the parties
hereto as follows:
SECTION 1. Consultant shall undertake the following library planning
activities:
Phase I - Librar~ 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.
-1-
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.
SECTION 2. The Consultant shall complete the phases of the project as follows:
Phase I within 45 calendar days from the start of the project.
Phase II within 90 calendar days from the start of the project.
Phase III within 150 calendar days from the start of the project.
A start-up meeting will initiate the project. This meeting will be held within
15 calendar days of the execution of this agreement.
SECTION 3. The total amount payable by the City to the Consultant for the
project shall be $30,90U. This fee will be billed and paid as follows:
5% of total fee after the start-up meeting
30% of total fee after the completion of Phase I
30% of total fee after the completion of Phase II
35% of total fee after completion of Phase III and the acceptance of the
final report by the City.
Section 4. If through any cause, Consultant shall fail to fulfill in a timely
and proper manner its obligations under this Agreement, or if Consultant shall
violate any of the covenants, right to terminate this Agreement by giving
written notice to Consultant of such termination and specifying the effective
date of such termination. In that event, all finished or unfinished documents,
data, studies, surveys, drawings, reports and other materials prepared by
Consultant shall, at the option of City, become the property of City and
Consultant shall be entitled to receive just and equitable compensation for all
work satisfactorily completed on such documents and other materials up to the
effective date of notice of termination, not to exceed the amounts payable
under Section 3 hereinabove.
SECTION 5. City may teminate this Agreement at any time and for any reason by
giving written notice to Consultant of such termination and specifying the
effective date thereof, at least five (b) days before the effective date of
such termination. In that event, all finished and unfinished documents and
other material described in Section 4 hereinabove shall, at the option of the
City, become City's sole and exclusive property. If the Agreement is terminated
by City as provided in this paragraph, Consultant shall be entitled to receive
just and equitable compensation for any satisfactory work completed on such
documents and other materials to the effective date of such termination.
Consultant hereby expressly waives any and all claims for damages or
compensation arising under this Agreement except as set forth in Section 3
hereinabove in the event of such termination. The notice of termination
pursuant to this Section shall not be given without full prior consultation
between the parties concerning the reasons for such termination.
SECTION 6. Consultant shall not assign any interest in this Agreement, and
shall not transfer any interest in the same (whether by assignment or
novation), without prior written consent of City; provided, however, that
claims for money due or become due to Consultant from City under this Agreement
may be assigned to a bank, trust company, or other financial institution
without such ap@roval. Notice of such assignment or transfer shall be
furnished promptly to City.
SECTION 7. All reports, studies, information, data, statistics, forms,
designs, plans, procedures, systems and any other materials or properties
produced under this Agreement shall be the sole and exclusive property of City.
No such materials or properties produced in whole or in part under this
Agreement shall be subject to private use, copyrights or patent right by
Consultant in the United States or in country without the express written
consent of City. City shall have unrestricted authority to publish, disclose
(as may be limited by the provisions of the Public Records Act), distribute,
and otherwise use, copyright or patent, in whole or in part, any such reports,
studies, data, statistics, forms or other materials properties produced under
this Agreement.
SECTION 8. City is interested only in the results obtained, and Consultant
shall perform as an independent contractor with sole control of the manner and
means of performing the services required under the Agreement. City maintains
the right only to reject or accept Consultant's final work product as each
phase of this Agreement is completed. Consultant and any of Consultant's
agents, employees, or representatives are, for all purposes under this
Agreement, an independent contractor, and shall not be deemed to be an employee
of City, and none of them shall be entitled to any benefits to which City
employees are entitled, including, but not limited to, overtime, retir~ent
benefits, Workers' Compensation benefits, injury leave or other benefits.
-3-
SECTION 9. The work program for the project, dated June 24, 1986
submitted by the Consultant and attached hereto, details the scope and
tasks involved in the project. The work program shall be incorporated
into this agreement by reference herein. In the event that terms of this
agreement are in conflict or inconsistent with statements in the work
program, this agreement shall take precedence.
IN WITNESS WHEREOF, City and Consultant have executed this agreement
on this 15th day of July , 1986.
THE CITY OF CHULA VISTA HBW ASSOCIATES, INC.
Mayor of th~ C~ty of Chela
Vista
Approved as to form by
Deputy City Attorney
1762a
EXHIBIT A
Chula Vista Public Library Master Plan
Work Program: Updated June 24, 1986
1. Library Needs Assessment
1.1 Complete Start-Up Meeting With Library To Review Prelect Process And
Existing Information Related To The Project
The Start-Up Meeting will initiate the project. We will review with the Library our scope of
work to ensure that all project participants understand our approach and timing for each
task. Prior to the meeting we will have submitted a request for existing information re~ated to
this study. Requested documents will include the prior General Plan, existing floor plans of
the Main Library and branch libraries, and any relevant past studies that may have occurred.
We will also need to review and discuss the Library's staff list, salary schedule, the Library's
service plan, existing collection statistics, the Library's development policy and program
statements, organizational assumptions, as well as Library usage statistics. Concurrent with
this meeting, we will obtain population and demographic statistics from the City of Chula
Vista that are related to the Library's current and future service area. Dates and times of
upcoming meetings with the Library will also be scheduled.
Library's Responsibility During This Task: The Library will need to have any management
staff that it desires to padicipate in this study available for the start-up meeting. The Library
will need to provide us with two copies of the above mentioned documents within the first
week of the project.
1.2 Inventory Existing Facilities And Utilization Of Space
We will review the floor plans of the existing Main Library and assess the layout of
furnishings and stacks within each area during a detailed walk-through visit to the facility.
This will enable us to re*verify the ,ultimate" additional volume and material capacity of the
existing Main Library. We will also then determine if there are any feasible expansion
options to the existing Main Library. The newly annexed Montgomery facilities will also be
reviewed. Our inventow is not intended to be a detailed equipment, furniture or collections
inventory.
Library's ResponsibNity During This Task: City is to provide existing floor plans oi the Main
Library and a current furnishing layout plan. The team will also need an accurate staff
estimate of current holdings and materials within the Main and branch facilities.
1.3 Develop, Administer and Analyze User Survey
We will develop a user survey instrument for administration by the Library (staff and/or
volunteers). The survey will be designed to identify library user characteristlcs, frequency of
library use and needs. Particular emphasis will be on finding out the travel distance and
transit modes of the library user. We will conduct a training session for Library staff or
volunteers who will administer and tabulate the instrument. The results will be returned to
us for analysis.
Library's Responsibility During This Task: The Library will need to review a draft of the
instrument as well as determine which staff or volunteers will administer and tabulate lhe
instrument.
Page Two
1.4 Submit Written Outfine Of Preliminary Findings Of Above Tasks For Library
Consideration Prior To Review Meeting #I
We witl develop an outtine of our findings from prior tasks. User characteristics will be
summarized from the user survey. An evaluation of existing facilities will be developed from
the facilities inventory. Service areas and population characteristics (based on City statistics
and plans) will be summarized together with current service levels of each Chula Vista area,
preliminary service/collection growth projections (based on the Library's service/collection
statistics, organizational direction, and anticipated user service area growth)
Library's Responsibility During This Task: The Librarian will need to be available by
tetephone to coordinate with us during our development of this issue outline.
1.5 Complete Review Meeting #I & Discuss Findings Of Prior Tasks
We will meet with the Library at a meeting site in Chula Vista to intensively review the
information and issues contained in the written outline of Task 1.4. Since our written outline
of needs assessment issues will be submitted prior to the workshop, participants will
understand in advance what top[cs will be discussed. The goal of the workshop will be to
decide and clarify issues which will enable us to begin to accurately forecast the tuture
service and facility needs of the Library for the rapidly expanding Chula Vista area.
Library's Responsibil/ty During This Task: The Library will need to make a meeting site
available for this session.
1.6 Complete Review Meeting #2 & Discuss Physical Standards For Library
Service
Physical standards for library service will be the focus of this second review meeting.
Comparisons to accepted library service standards, such as the national 1966 standards, will
be made. We will also compare Chula Vista's situation to other similar communities in the
Sunbelt. The meeting will be scheduled a few days after Meeting #1 to enable us to
recalculate and present an update of our earlier findings. Once this is reviewed again, we
will discuss library physical standards regarding site size (including parking), facility size and
collections---all in relationship to user/service area characteristics. Based on this meeting,
we will issue a summary of the physical standards that will be applied to this project.
Library's Responsibility During This Task: The Library wilt need to make a meeting site
available for this session.
Page Three
2. Planning For Expanded Library Service Needs
2.1 Assess Relationship To Other Libraries And Potential Cooperative Use
Facilities
We wilt carefully study and analyze the potential for cooperative and/or shared use of other
public faciltiies in the area (such as firestations, community centers, etc.), service
cooperation with other neighboring libraries, and other aspects of potential cooperation that
could read to overall library service improvement. This will include the investigation of the
joint use potential of schools, colleges and other public facilities in the planning area.
Library's Responsibility During This Task: The Library will need to contact and arrange
meetings for us with appropriate representatives of other agencies in order for us to
understand the cooperative potential.
2.2 Develop Alternatives To Permanent Facilities
We will develop a series of alternatives to permanent facilities, such as bookmobile service
i -' or podable facilities. Each alternative will be evaluated regarding both initial capital costs and
long-term operational costs: . .
'Lib'rary's Responsibility Durin~ This Task: The Librar~ Director will need to be available by
telephone for discussions with us related to this task.
2.3 Evaluate School Libraries In The District
We will evaluate the existing levers of service now provided by the school libraries in the
district, their plans for growth and development, and the impact that student use has on the
Library.
Library's Responsibility During This Task: The Library will need to contact and arrange
meetings for us wtlh appropriate representatives of the School District.
2.4 Evaluate Cooperative Agreements With The Serra System
We will evaluate the existing aand potential agreements with the Serra system and how
Chula Vista Public Library service and needs are impacted.
Library's Responsibility During This Task: The Library will need to contact and arrange
meetings for us with approprlale Serra representatives.
2.5 Develop Size And Location Options/Strategies For Branch Library System
Based on the work of all prior tasks; we will develop options for ~ranch library facilities of
various sizes and locations that could respond lo the needs and context of Chula Vista (also
including the newly annexed Montgomery area). The costs and benefits of each option will
be summarized and compared. We will forecast total project development costs
(construction, furnishings, etc.) as well as future staffing and operational costs (energy,
maintenance, etc.). The time necessary to implement each option will also be predicted.
Library's Responsibility During This Task: None.
Page Four
2.6 Evaluate Concept Of Dual Main Branch Library System
In addition to the above options, we will focus on the concept of a dual main branch library
concept for Chula Vista. We will study and analyze site requirements as well as building,
collection and staffing sizes. The advantages and disadvantages of this concept (including
costs) will be compared to the other traditional system options that were developed.
Library's Responsibility During This Task: None.
2.7 Submit Written Out/ine Of Options And Their Advantages/Disadvantages
For Library Consideration Prior To Review Meeting #3
We will summarize our findings from prior Phase 2 tasks. The summary will be distributed to
the Library prior to Review Meeting #3.
Library's Responsibility During This Task: The Librarian will need to be available by
telephone to coordinate with us during our development of this summary,
2.8 Complete Review Meeting #3 & Discuss Findings Of Prior Tasks
We will meet with the Library at a meeting site in Chula Vista to intensively review the
"summary of Phase 2 tasks, Since our'summary will be submitted prior to the meeting,
participants will understand in advance what topics will be discussed. The goal of the
session will be to confirm each facility option and its advantages and disadvantages for
meeting the future needs of the Library to service the rapidly expanding Chula Vista area. A
consensus will then be reached on the best facility growth option for the Chula Vista Public
Library.
Library's Responsibility During This Task: The Library will need to make a meeting site
available for this session.
2.9 Prepare Master Plan Summary For Expanded Service
Based on Review Meeting ,"3, we will prepare a master plan summary regarding expanded
library service for Chula Vista. This plan will highlight the recommended growth option
developed with the Library during the review session. It will address the expansion or
closing of existing facilities, new facilities, initial capital and long-term operational costs,
funding sources, and overall service program plans. Other options besides the
recommended alternative will be described and compared. The plan will include the
findings of our analysis of potential cooperative and shared facilities and service
opportunities. The summary will include service and facility recommendations for areas of
Chula Vista to be developed in the future (Eastlake, etc.).
Library's Responsibility During This Task: The Librarian will need to be available by
telephone to coordinate with us during our development of this issue outline.
Page Five
2. 10 Complete Review Meeting #4 & Discuss Summary Plan
We will meet with the Library at a meeting site in Chula Vista to intensively review the master
plan summary. This meeting will serve as the follow-up to Review Meeting #3 and will
enable us to complete the fine-tuning of our recommendations for the Chula Vista Library.
Library's Responsibi/ity During This Task: The Library will need to make a meeting site
available for this session.
3. Produce Master Plan Report
3.1 Prepare Draft Master Plan Report Summarizing Entire Work
Based on all of the prior work to date (including subm[tta~ and review of summaries on
specific topics in the above tasks), we w[[I develop a cohesive and clear Draft Master Plan
Report that ties together our entire work. The report will address:
a. Inventory of existing conditions.
b. User survey of existing facilities.
c. Physical standards for library service. . _ ~ ~
d. Future library demand based on future growth. - .... - :
e. Evaluation of traditional branch system versus regional branch or dual branch
library system.
f. Recommended plan for accommodating present population and future growth.
g. Implementation program for recommendations, including a general cost estimate,
schedule and an assessment of funding sources.
Library's Responsibility During This Task: None.
3.2 Submit Draft Report For Review By Library
The Dralt Master Plan Report will be submitted to the Library for review. Comments and final
refinements will be received in writing, leading to the development of a Final Report~ If
needed ,we will meet with the Library to review the comments and refinements.
Library's Responsibility During This Task: Timely review of the Draft Report. Ten copies of
the report w[[I be provided to the Library (as well as a camera-ready version of the report in
case the Library needs more copies).
3.3 Produce And Submit Final Report
Based on the review comments regarding the Draft Report, we will produce and submit a
Final Report to the Library. The report will address the long-range library facility needs o!
Chula Vista as well as more immediate issue of the Montgomer7 area facilities.
Library's Responsibility During This Task: None. We will provide as many copies at cost as
the Library desires.
3.4 Be Available For Presentation Of Master Plan
We will be available for a Council presentation of our work as well as a Library Board of
Trustees presentation.
Library's Responsibility During This Task: Adequate notification to us prior to presentation
dates.
Requested Compensation
Chula Vista Public L~rary Master Plan
Updated: June 24, 1986
Rased on our detailed scope of work dated June 24, 1986, the hours are estimated
below per phase for each team member, leading to a total requested compensation for
this project.
Phase h Library Needs Assessment
Richard Waters 70 hours @ $70/hour. $ 4,900
Michael Fearer 44 hours ~ $70/hour = $ 3,080
Rob Quigley 18 hours @ $70/hour ,- $ 1,260
Mary Anne Chase (Associate) 24 hours (_~3 $40/hour = $ 960
Clerical/Admin. Support 20 hours @ $24/hour = $ 480
Phase I Subtotal: $ 10,680
Phase I1: Planning For Expanded Library Service Needs
Richard Waters 140 hours @ $70/hour = $ 9,800
Michael Fearer 36 hours @ $70/hour =, $ 2,520
Rob Quig[ey 6 hours @ $70/hour = $ 420
Mary Anne Chase (Associate) 9 hours @ $40/hour -- $ 360
Clerical/Admin. Support 29 hours @ $24/hour = $ 696
Phase fl Subtotal: $ 13, 796
Phase IIh Produce Master Plan Report
Richard Waters 56 hours @ $70~our = $ 3,920
Michael Feerer 20 hours @ $70/hour = $ 1,400
Rob Quigley 8 hours @ $70/hour = $ 560
Mary Anne Chase (Associate) 4 hours @ $40/hour = $ 160
ClericaFAdmin. Support 16 hours @ $24/hour = $ 384
Phase III Subtotal: $ 6,424
Grand Total Compensation: $ 30,900
The hours above reflect an estimated time involvement of each team member. The actual
time involvement may be somewhat more or less hours than indicated. The $30,900 total
fee is a lump sum amount that wilt be payable based on the percentage of each Phase
completed to date at the end of each monthly billing statement. A 5% initial retainer is
requested to initiate our work and will be applied to the final bilk.
Expenses incurred by the team are included in the above fee amount. However, the City
will pay for Final Report photocopies as needed as well as time and expenses for more
than one City Council presentation and one Library Board of Trustees presentation if
such additional presentations are needed.
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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
~irector 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 Ray,nd Holt & Associates,
Lowell A. Martin, and HBW Associates, Inc. in association with Michael Feerer
Associates.
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 lO0 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 ~6
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, pa~ing, 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 libra~ 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.
FISCA£ 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).