HomeMy WebLinkAbout2011-03-22 - AGENDA REPORTS - LIBRARY MATERIALS ACQUISITION (2)Agenda Item: i i
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval
Item to be presented by: `
DATE: March 22, 2011
Darren Hernandez
SUBJECT: ACQUISITION OF AN OPENING -DAY LIBRARY MATERIALS
COLLECTION ENHANCEMENT, AND OF ITEMS RELATED TO
LIBRARY START-UP AND SERVICE ENHANCEMENT
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
1) Authorize the City Manager or designee to place an order through Library Systems &
Services, LLC (LSSI) not to exceed $900,000 for acquisition of opening -day library materials
to enhance the existing local collection.
2) Authorize the City Manager or designee to approve bid specifications and award contracts for
purchase of library needs including furniture, fixtures, equipment, tenant improvements,
design services, technology equipment, signage, and marketing to the lowest responsive
bidders in a cumulative amount not to exceed $448,000 to transition library operations to the
City as follows: $213,000 — Technology Equipment; $175,000 — Furniture, Fixtures, and
Tenant 'Improvements (Valencia Library only); $35,000 — Design Service Contract with LPA;
and $25,000 — Signage and Marketing.
3) Approve a loan of $1,348,000 from the General Fund Capital Projects Reserve to the Public
Library Fund (Fund 309) at an interest rate equal to the rate of return on investments of the
City's cash and investment portfolio and to be repaid at such time as is possible by Fund 309.
Appropriate the $1,348,000 as follows: $900,000 in account 12050-5111.020; $388,000 in
account 12050-5201.013; and $60,000 in account 12050-5161.001.
4) Authorize the City Manager or designee to execute all documents, subject to the approval of
the City Attorney.
BACKGROUND
On August 24, 2010, the City Council took action to withdraw from the Los Angeles County
Public Library and transition public library services within the City of Santa Clarita to an
independent municipal public library system. As discussed on August 24, 2010, the transition of
library services to the City requires the purchase of additional library materials, as well as various
furniture, fixtures, and equipment to operate the library facilities. To ensure City library
operations will commence on July 1, 2011, staff seeks to award contracts for a library -opening
day materials collection and furnishing and fixtures in an expeditious manner.
Staff requests the City Council authorize a loan of $1,348,000 from the General Fund Capital
Projects Reserve to the Public Library Fund (Fund 309) at an interest rate equal to the rate of
return on investments of the City's cash and investment portfolio, to be repaid at such time as is
possible by Fund 309, and appropriate said amount within Fund 309. This loan will be repaid
using future public library property tax revenue.
Opening Day Library Material Collection Enhancement
On January 27, 2011, collection development specialists from LSSI conducted a comprehensive
on-site assessment of the local public library collection. Overall, LSSI's collection development
professionals identified many areas where the collection requires enhancement through the
acquisition of additional library materials. In addition, it has been determined the local library
materials collection of approximately 287,000 items is much smaller than previously understood
based on information from the website of the County Library (which states approximately
524,000 items), in the Newhall facility library needs assessment (which states approximately
431,000 items), and in the library facilities impact fee study prepared two years ago (which states
approximately 403,000 items). By comparison, the Burbank Public Library has a library
materials collection of approximately 514,000 items, and the Glendale Public Library has
approximately 773,000 items. The purchase of additional library materials to enhance the local
collection available to customers on opening day, and the continued emphasis on collection
development every year through the 22% increase in the annual budget for library materials
previously approved by the City Council, will over the next several years raise the quality of our
library materials collection to the high standards expected by the library customers of the City of
Santa Clarita. This enhancement, in addition to the partnership with the Inland Library Network,
will enhance the public library services available within the City of Santa Clarita.
Upon authorization, LSSI will coordinate the purchase of an opening day collection enhancement
from among vendors that specialize in the categories listed below and that can commit to
fulfillment prior to July 1, 2011. A breakdown of the acquisition areas is as follows:
-z-
Category
Total
Adult
$250,000
Children's
$200,000
Current Popular Titles
$150,000
Books on CD
$ 47,000
Young Adult
$ 58,000
DVD
$100,000
Music
$ 25,000
E -Books
$ 70,000
Total
$900,000
Furniture, Fixtures, Tenant Improvements, and Contractual Design Services
City and County staff are engaged in negotiations for the purchase of existing library facilities
and selected existing furniture, fixtures and equipment. During this process, City staff has
identified certain furniture, fixtures, and equipment that will not be purchased from the County
Library. In addition, staff has identified facility improvements recommended for the Valencia
Library, such as interior signage, accent wall painting, replacement carpet for damaged areas,
furniture for study rooms, study tables, shelving end panels, and book kiosks. The total cost is
$210,000 for design, new furniture, new fixtures, and facility improvements. These furniture,
fixtures and improvements will help bring the Valencia Library up to the high standards for
public facilities expected by the citizens of the City of Santa Clarita.
Technology Equipment
In evaluating the existing library equipment, staff has identified new technology -related hardware
needed to support operations at the three library sites. The amount of $213,000 is requested for
the purchase of computer workstations, network infrastructure, software, telecommunication
equipment, and connection of the Canyon Country and Valencia Libraries to the City's existing
fiber network.
Library Signage and Promotional Materials
In addition to acquiring opening -day library materials to enhance the existing local collection and
identifying needed facility improvements and furnishings, staff requests $25,000 for interior and
exterior library signage, signage wrapping of the book deposit/return boxes, and for
advertisements and opening day events.
Summary of Requested Start-up and Enhancement Appropriations
The appropriations requested above are related to anticipated "start-up" costs and to
recommended "service enhancements." Start-up costs are purely related to those essential to
transition service to the Santa Clarita Public Library. Service enhancements are recommended to
increase service above that which is currently provided in order to meet the high expectations of
the residents of the City of Santa Clarita. The breakdown among these categories is as follows:
3--
Appropriation Description
Library Materials
Facility Improvements and Fixtures
Library Signage and Promotions
Technology Equipment
ALTERNATIVE ACTIONS
Start-up Service Enhancement
$900,000
$210,000
$25,000
$213,000
Other action as determined by the City Council.
FISCAL IMPACT
Funds of $1,348,000 will be loaned from the General Fund Capital Projects Reserve to the Public
Library Fund (Fund 309). The funds will incur interest and be repaid in the future by Fund 309.
Appropriate the $1,348,000 as follows: $900,000 in account 12050-5111.020; $388,000 in
account 12050-5201.013; and $60,000 in account 12050-5161.001.
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