HomeMy WebLinkAboutReso 1985-12194 RESOLUTION NO. 12194
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA
VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA
VISTA AND RCG-INBUCON PRODUCTIVITY SERVICES, INC. FOR
LIBRARY CONSULTING SERVICES AND APPROPRIATING FUNDS
AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGRE~4ENT
The City Council of the City of 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 agre~aent between THE CITY
OF CHULA VISTA, a municipal corporation, and RCG-INBUCON PRODUCTIVITY
SERVICES, INC. for Library consulting services
dated the 1st day of October , 1985, 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 sum of $39,000 be, and
the same is hereby appropriated from the unappropriated balance
of the California Library Services Fund and placed in Account
600-6000-SLA-04.
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
Director Library ~Attorney ~¢ '
ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
CHULA VISTA, CALIFORNIA, this 1st day of. October
19 85 , by the following vote, to--wit:
AYES: C0uncilmembers Moore, Scott, McCandliss, Cox, Malcolm
NAYES: C0uncilmembers None
None
ABSTAI N: Counc i l membe rs
ABSENT: Council members None
City of Chula Vista
~/ City ~lerl~'
STATE OF CALIFORNIA )
COUNTY OF SAN DIEGO ) ss.
;ITY OF CHULA VISTA )
I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vista, California,
)O HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of
RESOLUTION NO. 12194 ,and that the same has not been amended or repealed.
)ATED
(seal) City Clerk
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ATTACHMENT A
Item 14
Meeting Date 10/1/85
ITEM TITLE: Report on the need for a productivity study and a
summary of RCG-INBUCON Productivity Services, Inc.
proposal
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 film and videocassettes, support this
trend. (Exhibit A).
In order to accommodate the volume and complexity of circulation
activities, a DataPhase 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 layout 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. (Exhibit 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 libraries in our population and
circulation range (Exhibit C). Chula Vista, with a circulation
rate of 293 books per open hour, is 43% nigher 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
decided that the redesign of the circulation area needed the
experience of an industrial engineer rather than the traditional
approach of an architect or library consultan~ 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.
Page 2, Item 14
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 recc~mend
improvements in the Library's circulation activities and
development of improvements.
The following main objectives outlined in the Request for Proposal
were:
1. Identify alternatives which will increase productivity in
circulating books without expanding the square footage of
the present building or adding to the staff complement.
2. Analyze and evaluate all the alternatives which are
identified and determine which are best suited to meet the
Chula Vista Library's requirements for circulation of up
to 1,000,000 items per year.
3. Identify, analyze and evaluate related operations and
management strategy for each alternative.
4. Develop recommended implementation plans for the viable
alternatives including flow charts, layouts, floor plans
and specific equipment required.
5. Develop models to test alternative plans.
6. Estimate cost for implementing each alternative.
7. Prepare a written report containing reccmmendations suitable
for presentation to the Chula Vista City Council.
RCG-INBUCON Productivity Services, Inc. was selected frcm the four
qualified respondents. RCG-INBUCON offers a blend of skills and
experience from the internationally recognized consulting company
specializing in advanced industrial engineering. RCG-INBUCON,
Inc. proposed to supplement their industrial engineering
experience with specialized library skills bringing an optimum mix
of experience to the project.
The consulting firm proposes a project with three phases:
1. Data collection in the Library
2. Computer modeling of alternatives and formulating
recommendations
3. Report preparation including presentation to Library
management, and the City Council.
The time schedule for these phases is ten to twelve working weeks
as displayed in Exhibit D.
Page 3, Item 14
The three phases are detailed below:
Phase I
A. Collect data to relate work content to measures of output, for
example:
Times to check out a book
Times for return desk work
Sorting and shelving times
Times to issue library cards
Times to collect fines
B. Review of Library computer statistics for daily and monthly totals of
circulation by major categories.
C. Develop broad measures to establish probabilities of high and
low demand. The Library's computer data will be supplemented
by:
People count by time of day (people through barrier)
Work sampling studies
Interviews with library staff
D. Review the physical layout and assess the potential for making
improvements in space utilization for circulation activities.
RCG-INBUCON will:
Data from staff interviews.
Data from direct studies.
Consider changes in loan or staffing policies that could
have significant effect on circulation efficiency without
deterioration of public service level.
Consider the potential for introducing new equipment to
reduce work content.
Prepare preliminary recommendation as a basis for
improving circulation efficiency.
Discuss alternatives with library management.
In addition, Taylor and Associates, Library Consultant will:
Conduct staff interviews on site.
Advise the industrial engineering consulting firm on
public library practices and procedures.
Evaluate possible policy changes,
Provide expertise on available equipment used currently in
other libraries.
Phase II
In this phase t~e consultant will 'fine tune' the findings fr(mt
Phase I.
The additional work to be included in Phase II will be:
A. Specification and preparation of a computer model to test
alternatives. This will enable the firm to create dynamic
representations of queue lengths and library work patterns
under differing conditions of:
Physical layout
Number of checkout stations
Staff schedules, etc.
Determine which alternatives tested are practical from
the library public service standpoint.
Estimate capital costs.
B. Estimate budgeting costs related to the preferred
alternatives. Capital costs will be assessed through
discussion wit~ appropriate vendors. We will prepare outline
specifications to form the basis for these discussions.
C. Discuss with library management.
Further involvement with library consultant to:
Determine practical alternatives to test taking into
consideration the appropriate level of public service.
Estimate capital costs.
PHASE III
Formulate final reccmmendations
Prepare a written report
Give results in an oral presentation with visual aids as
appropriate to the City Council
This would also involve the library consultant to supply
appropriate library terms and concerns.
Taylor and Associates, Library Consultants, will review for
appropriate library concerns and terminology.
Page 5, It~ 14
S ummar~
Valid industrial engineering studies and access to computer
modeling programs are necessary to achieve maximum productivity in
circulating books and materials. Staff reccmmends the attached
services agreement with RCG-INBUCON, Inc. If approved the
following benefits would result:
Appropriate use of modern equipment
Maximization of the existing buildings' usage.
Reduced need to expand the present building.
Recommendations leading to improved patron service at
lower cost per unit.
Stay the need for additional personnel to handle the
increasing volume.
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EXHIBIT D PROPOSED PROJECT STAGES PROVISIONAL)
PHASE 1 )~ PHASE 2 ~. PHASE 3
Data Collection Modeling Reporting
Develop recommendations and prepare
DATA COLLECTION report Present report
IN THE LIBRARY Library Management
SPECIFY MODEL Typeand_Bi)nd~__ Report
ARAMETERS I
PREPARE TEST AND RUN COMPUTER
MODEL
1 2 3 4 5 6 7 8 9 l0
WORKING WEEKS (HOLIDAYS AND VACATIONS EXCLUDED)
ATTACHMENT B
AGREEMENT FOR LIBRARY CONSULTING SERVICES
THIS AGREEMENT, entered into this l~t day of October , 1985,
by and between THE CITY OF CHULA VISTA, a municipal corporation (hereinafter
referred to as City") and RCG INBUCON (hereinafter referred to as "Consultant");
WlT_NE~SETH~
WHEREAS, the City's Public Library is desirous of improving clrculatlon
productivity, and
WHEREAS, improved productivity may be achieved through more efficient
or§anlzation of staff, equipment and space, and
WHEREAS, circulation activities in the Library have increased considerably
since the present facility was opened in 1976, and
WHEREAS, proposals were received from various consulting organizations,
and
WHEREAS, staff has been provided authorization by the City Council to either
into negotiations with the Consultant, and
WHEREAS, these ne§otiations have resulted in the preparation of this a§reemant
for consulting services.
NOV/, THEREFORE, IT IS HEREBY MUTUALLY AGREED by and between the parties
hereto as follows:
$~.(~Z~I~L[. Consultant shall undertake the following specific Industrial Engineering
activities:
(1) Collect Data to relate work content to measures of output. For
example:-
* Times to check out a book
* Times for return desk work
* Sorting and shelving times, etc.
Classical methods of work measurement and statistical sampling
will be used to achieve this goal.
Work measurement is the application of techniques designed to
establish the time for a qualified worker to carry out a specified
job at a defined level of performance.
R-12194
Work sampling is atechnique in which a large number of instantaneous
observations are made over a period of time of a group of machines,
processes or workers. Each observation records what is happening
at that instant and the percentage of observations recorded for
a particular activity or delay is a measure of the percentage
of time during which that activity or delay occurs.
(2) Establish the flow of work through the library.
A flow process chart is a process chart setting out the sequence
of the flow of a product or a procedure by recording all events
under review using the appropriate process charts symbols.
Flow process chart - ~terial ty~: ^ flow process chart which
records what happens to material.
(3) Review the physical layout and assess the potential for making
improvements in space utilization for circulation activities.
For this we will use a combination of:-
* Our experience
* Data from staff interviews
* Data from direct studies
LIBRARY CONSULTANT ACTIVITY
(1) Revlew computer printouts for daily and monthly totals of clrcultation
by major category.
(2) Develop broad measures to establish probabilities of high and
Iow demand. Your computer data will be supplemented by:-
* People count by time of day, (people through barrier)
* Work Sampling studies
* Interview with library staff
(3) Consider changes in loan or staffing policies that could have
a significant effect on circulation efficiency without deterioration
of public 'service' level.
Consider potential for introducing new equipment to reduce work
content.
We propose to use our simulation package 'OPTIK' to create the computer model
referred to above. We will use this to examine and evaluate alternatives.
Specify and prepare a computer model to test alternatives, This model will
be based on our OPTIK color graphics interactive simulation package. The model
will contain relevant data on work content and demand probabilities.
Run the model to test alternatives for the purpose of recommending improvements
to the circulation activity.
Estimate budgetary costs related to each major alternative. Capital costs will
be assessed through discussion with appropriate vendors. We will prepare speci-
fications to form the basis for these discussions.
Prepare a written report.
Discuss with library management.
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~r~,~T_J_l~l~L~. The fees, travel and living expenses for consultants, staff and
management are stated in Section 5.1 of the proposal submitted by the consultant
on February 21, 1985. Should circumstances arise which could not reasonably
have been foreseen at the time of the proposal, consultant and City shall negotiate
in good faith, an amendment to the fee and the work content. Invoices shall
be submitted monthly and are payable within thirty (30) days of submission.
Failure to pay within such period shall constitute a breach of this agreement.
Interest shall accrue and be payable on overdue accounts at the rate of one
and one-half percent (1-1/2%) per month.
~. Invoices shall be submitted by consultant and become payable on
a monthly basis. Said invoices shall indicate specific work performed and the
number of hours relating to each item.
~. 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.
~_LI~I~_~. City may terminate 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 (5) 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 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.
~. 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 to become due to Consultant from City under this Agreement may be assigned
to a bank, trust company, or other financial institution without such approval.
Notice of such assignment or transfer shall be furnished promptly to City.
~. All reports, studies, information, data, statistics, forms, designs,
plans, procedures, systems and any other materiels 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, dlsclose (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.
~_1_~!~_~. 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 representatiYes 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, retirement benefits, Workers, Compensation
benefits, injury leave or other benefits.
~T_I_~_. Consultant and its staff member will treat as confidential all
nonpublic information about the City, which is obtained in the course of this
Agreement.
~l-r~_l_~l__l_~ tn addition to this Agreement, the City may be required to execute
a standard CAEPS soft~are license agreement and all trained employees of the
City may be required to sign aconfidential information agreement. Said confidential
information agreement shall be reviewed by the City Attorney,s office prior
to the execution of said agreement by the City employees.
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SECTION Ti. This Agreement shall consist of the proposal submitted by Consultant
on February 21, 1985. In the event that terms of this Agreement are In conflict
or inconsistent with statements in the proposal, this Agreement shall take
precedence.
IN WITNESS WHEREOF, City and Consultant have executed this Agreement on
this 1st day of October , 1985.
TFIE CITY OF CHULA VISTA RCG INBUCON
Approved as to form by
Assistant City Attorney
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