HomeMy WebLinkAboutCC Resolution 6701 (Library Planning Study)RESOLUTION NO. 6701
A RESOLUTION AUTHORIZING THE SIGNING OF A
CONTRACT, LEASE OR AGREEMENT
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The MAYOR and CITY CLERK are authorized to execute, on behalf of
the City of San Rafael, a contract, lease or agreement with
Professional Services Agreement with J. Matthews and Associates for
Library Planning Study
a copy of which is hereby attached and by this reference made a part
hereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby
certify that the foregoing resolution was duly and regularly intro-
duced and adopted at a regular meeting of the City Council of said
City held on Tuesday the third day of January
1984 , by the following vote, to wit:
AYES: COUNCILMEMBERS: Breiner, Frugoli, Nave, Russom & Mayor Mulryan
NOES: COUNCILMEA113ERS : None
ABSENT: COUNCILME1143ERS : None
J NN M. LEONCINI, City Clerk
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, made and entered into this 3rd day of January,
1984, by and between the CITY OF SAN RAFAEL, a political subdivision of the
State of California, hereinafter referred to as "City", and J. MATTHEWS &
ASSOCIATES, INC., hereinafter referred to as "Contractor".
RECITALS:
WHEREAS, City has its principal place of business in San Rafael,
California, and
WHEREAS, Contractor is a professional consulting firm with a principal
place of business at 213 Hill Street, Grass Valley, California 95945, and
WHEREAS, the Cities/Towns of Larkspur, Mill Valley, San Anselmo, San
Rafael, Sausalito, and the County of Marin, have jointly determined the need for
a Countywide Library Planning project and have entered into a joint powers agree-
ment to provide for administration of said project, and
WHEREAS, such joint powers agreement provides that the City of San
Rafael shall be lead agency for execution of a professional services agreement
and for fiscal matters under said project, and
WHEREAS, Contractor has substantial expertise in planning and
managing library services and desires to render professional services as herein
provided.
NOW, THEREFORE, City hereby engages the services of Contractor and
in consideration of the mutual promises herein contained, the parties agree as
follows:
A. Term. This agreement shall be for a one-year period commencing
1/3/84 and ending 1/3/85 Contractor may at any time during the course
of the agreement request, in writing, an extension of the 1/ 3/85 completion date
C()ny
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through the San Rafael Library Director who is authorized to act on the committee's
behalf.
C. Payment
1. City agrees to pay Contractor a sum of not to exceed Ninety
Two Thousand, Nine Hundred Dollars ($92,900) for rendering the aforesaid services.
It is specifically understood that the said sum includes a sum not to exceed Four
Thousand Dollars ($4,000) for the civil engineering services provided by Falconi
and Associates.
2. The sum of Ninety Two Thousand, Nine Hundred Dollars (•$92`,900)
shall be paid in the following manner: City shall pay Contractor a sum of Ten
Thousand Dollars ($10,000) upon execution of Agreement. Thereafter, City shall
make progress payments to Contractor upon receipt of an invoice. City shall make
payments in response to invoices, withholding ten percent (10%) from each. City,
upon payment to Contractor of Eighty Two Thousand, Nine Hundred Dollars ($82,900),
shall make no further progress payments until all products described in Exhibit
A have been completed and submitted to each Library jurisdiction. Upon submission
of each invoice, City shall review such invoice and, if approved, pay Contractor
within ten (10) working days after submission to City. City shall, within (10)
days after receipt of the bill, give written notice of disapproval to any item
submitted by Contractor with the reasons for disapproval specified by City.
D. Sublet or Assign. Contractor shall give full personal attention
constantly to the faithful execution of Contractor. It is understood that Con-
tractor is subcontracting with the firm of Falconi and Associates for performance
of the structural engineering sections of the Agreement. No other portions of
this Agreement may be assigned or subcontracted by Contractor without express
written consent of City, and any attempt by Contractor to assign or submit any
performance of this Agreement, other than that assigned to Falconi and Associates,
without the express written consent of City, shall be null and void and shall
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constitute a breach of this Agreement.
E. Audit. City may undertake an independent audit of Contractor's
records and accounts of expenditure as it relates to all transactions regarding
this Agreement. Contractor agrees to furnish all items necessary in City dis-
cretion to complete said audit, subject to restrictions on confidentiality as
may be required by law.
F. Terms and Conditions.
1. The parties hereto agree that Contractor, including Con-
tractor's agents, servants and employees, is not an agent or employee of City,
but an independent contractor solely responsible for Contractor's acts and
this Agreement shall not be construed as an agreement for employment. It is
specifically understood and agreed that Contractor is an independent contractor
and is not subject to the discretion and control of City except as to final
results. Contractor shall be solely liable and responsible to pay all required
taxes and other obligations, including, but not limited to, withholding of Social
Security.
2. If litigation or administrative hearings ensue which pertain
to the subject matter of Contractor's services hereunder, Contractor, upon request,
agrees to testify therein at a reasonable and customary fee.
3. Contractor and subcontractor shall not discriminate against
any individual based on race, color, religion, nationality, sex, age or handi-
capped condition.
G. Alterations, Changes and Extra Work. Should City desire, during
the course of this study, to make alterations or changes in the scope of the
project detailed in Exhibit A, City shall have the right, subject to approval
of all participating Library jurisdictions, to make changes or alterations,
provided the cost of any proposed addition or deduction is set forth in a
written proposal by Contractor and accepted in writing by City. No variations
in the Agreement price, either by addition or deduction, shall be made without
written order.
H. Liability Insurance.
1. Contractor agrees to indemnify and save harmless City, its
officers, agents and employees from and against any and all claims, demands,
losses, defense costs, or liability of any kind or nature which City, its
officers, agents and employees may sustain or incur or which may be imposed upon
them for injury to or death of persons, or damage to property as a result of,
arising out of, or in any manner connected with Contractor's performance under
the terms of this contract, excepting only liability arising out of the sole
negligence of City.
2. Without limiting Contractor's indemnification, it is agreed
that Contractor shall maintain in force at all times during the performance of
this contract the following policy or policies of insurance covering its oper-
ations:
Coverage Minimum Limits
Comprehensive General Liability $1,000,000
Personal Injury Liability combined
Contractual Liability single limit
Workers' Compensation statutory
Business Automobile $1,000,000
3. Contractor's liability insurance policies shall contain the
following clauses:
1. "The City of San Rafael is added as an additional
insured as respects operations of the named
insured performed under contract with the City
of San Rafael."
2. "It is agreed that any insurance maintained by
the City of San Rafael shall apply in excess of
and not contribute with, insurance provided by
this policy."
4. All insurance policies required by this paragraph shall
contain the following clause:
"This insurance shall not be cancelled, limited, or
non renewed until after thirty (30) days' written
notice has been given to the City of San Rafael."
I. Termination.
1. The performance of work under this contract may be termin-
ated by City in accordance with this clause upon thirty (30) days' written
notice to Contractor.
2. After receipt of a notice of termination, Contractor shall:
a. Stop work under the contract on the date and to the extent
specified in the notice of termination.
b. Deliver in the manner and at the time and to the extent
directed by City the work in progress, completed work, and other material pro-
duced in respect to performance of the contract.
c. The amount due Contractor by reason of termination shall
be determined as follows:
i. If the termination is for convenience of City,
Contractor shall promptly invoice City and City shall pay for all services that
have not been reimbursed up to and including the date of termination.
ii. If termination of this contract is for the default
of Contractor, Contractor shall invoice City for services that have not been
previously invoiced. City shall not reimburse Contractor for the 10% deduction
made from each of the progress payments.
IN WITNESS WHEREOF, the parties hereto have entered into this
contract the day and year first above written.
ATTEST:
ity Clerk
JEANNE M. LEONCINI
CITY OF SAN RAFAEL
Mayor
LAWRENCE E. MULRYAN
J. MATTHEWS E ASSOCIATES, INC.
G O
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TABLE OF CONTENTS
Paqe
Management Summary
Our Understanding Of The Project 1
The Work Program 5
Study Methodologies 15
Reports And Reporting 17
Schedule Of Activities 19
Consultant Study Team 19
Project Costs And Budget 24
Our Expectations Of The Marin County Public Library Jurisdictions 26
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MANAMMENT SUMMARY
J. Matthews and Associates, Inc. (JMA) proposes to provide
consulting services to the public library jurisdictions of Marin
County, to gather, analyze and present critical planning
information and assist in the development of both countywide and
individual library service goals and objectives. JMA will
dedicate one hundred forty --two (142) days of consulting time to
completion of the following tasks:
1. Collection and analysis of planning information;
2. Assessment of present and future library service needs;
and
3. Development of short and long-range plans and schedules
to meet those needs.
The consultant team assigned to this project will consist of
Joseph R. Matthews, Joan Frye Williams, Raymond Holt, and Falconi
and Associates, Civil Engineers.
The total cost for the study will not exceed $92,900. Additional
assistance during the post -study implementation period will be
available at the rate of $500 per day, plus expenses.
J. Matthews and Associates, Inc. is uniquely qualified to assist
the Marin County public library jurisdictions with this important
project. The combined experience and expertise of our consultant
team in areas of library planning, management, building
assessment, and the application of technology will ensure a
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thorough needs assessment and analysis and a balanced presentation
of key issues and recommendations. We know that our clients
expect and deserve results, and are prepared to make this project
our highest priority.
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OUR UNDERSTANDING OF THE PROJECT
J. Matthews and Associates, Inc. (JMA) has read and understood all
sections of the Marin County public library jurisdictions' Request
for Proposals and is prepared to comply with all conditions and
requirements described therein. We understand that public library
services within Marin County are provided by six library.
jurisdictions. Given the financial constraints being experienced
by these jurisdictions and the changing information needs of
library users and non-users, the six jurisdictions agree that
there is a need to reassess existing services, project future
trends, and establish realistic short term and long term library
service goals, both within the separate jurisdictions and
throughout the county as a whole. The six jurisdictions are
seeking consultant assistance to provide the information needed
for a coordinated planning effort and to develop realistic service
goals and objectives.
Specifically the consultant has been asked to complete work in
three phases, as follows:
Phase I. Analysis and Fact-finding.
For each jurisdiction and countywide, JMA will identify and
prepare an analysis of present and projected (five and ten year
time spans):
1. Use patterns, services and service levels (quality and
quantity);
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2. User and non -user needs, including essential services not
now provided, services for which the need may diminish,
and new types of services which may be needed;
3. Demographic and economic trends which may affect the
above;
4. Financial resources available and likely to be available;
5. Organization and staffing;
6. Automation;
7. Inter -jurisdictional cooperation, by functional area;
8. Distribution and location of library facilities;
9. Space utilization;
10. Structural adequacy (San Rafael and San Anselmo libraries
only); and
11. Service imbalance/funding inequity between jurisdictions.
Work on Phase I tasks will yield a comprehensive "database" of
planning information, including -a thorough needs assessment and
set of scenarios describing likely future characteristics of the
library service environment. This integrated pool of information
will enable the six jurisdictions to base service decisions on a
set of common facts and assumptions, in a coordinated fashion.
JMA's scope of investigation will be inclusive, recognizing that
public libraries' services and activities are part of a larger
information delivery context. Special attention will be given to
anticipated changes in the information and communications
industries likely to have a significant impact on the role of
libraries in the community.
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Phase II. Review and Evaluation of Phase I Data, Initial
Formulation of Goals.
JMA's next responsibility will be to review and synthesize Phase I
data, and, through a series of working meetings with
representatives of each jurisdiction, develop an initial
formulation of long and short term goals and objectives. These
goals and objectives will provide for the improvement and
rationalization of complementary library services for each
jurisdiction and countywide. These library plans will include
recommended activities, as warranted and feasible, in each of the
following areas:
1. Service changes;
2. Organizational and staffing changes;
3. Extension of automation;
4. Additional functional cooperation, and consolidation and
minimization of duplicate services;
5. Relocation of facilities, closures, expansion, and space
utilization improvements;
6. Optimum allocation of financial resources and exploration
of new revenue sources, including fees for services, with
an evaluation of the impact of proposed changes on
classes of users and mitigation measures for negative
impact. This analysis will include added tax potential
if the contemplated June 1984 election is successful in
one or more of the jurisdictions;
7. Recommended solution(s) to any service imbalances/funding
inequities found;
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8. Such other goals and objectives as may become apparent in
the course of the review; and
9. Such alternatives as appear worthy of consideration.
Phase II will conclude with a written report to the governing
bodies of the six jurisdictions, and oral presentations before
each of the governing bodies. The Phase II report will be written
to provide useful information to the voters of those jurisdictions
placing library tax measures on the June 1984 ballot.
Time will be allowed for each jurisdiction to conduct public
meetings and staff reviews as necessary to review these
recommendations. Upon approval or modification of these
recommended goals and objectives by each jurisdiction, JMA will
becin work on Phase III of the project.
Phase III. Development of Action Plans and Schedules.
For each jurisdiction and countywide, JMA will assist with the
development of action plans (including financing plans) and
schedules of activities necessary to achieve the approved goals
and objectives. Plans will be prepared in detail for the first
five years and in broad/brush form for the coming ten years.
Phase III will conclude with a final written report to and oral
presentation before the governing bodies. This report will
incorporate the Phase II report, as modified, together with
detailed implementation plans and schedules.
Following the completion of Phase III, JMA will be available for
additional consulting assistance, on an as needed basis. It is
our intention, however, that the products of this study will be
sufficient in their own right to allow the jurisdictions -to
proceed with implementation without undertaking an additional
round of follow-on studies.
THE WORK PROGRAM
Phase I
In order to complete the analysis and fact finding activities of
F Phase I, JMA will perform tasks as outlined below. Recognizing
that several aspects of the study process may occur concurrently,
the Phase I study tasks can be broadly grouped into three
categories: 1) Needs Assessment and Planning Process; 2) Space
Utilization, and 3) Fiscal Issues.
1. Needs Assessment and Planning Process
Information about the existing quality and quantity of
library use, the pattern of library service delivery, and
current service levels will be assessed, using
information provided by the six jurisdictions and other
local agencies as appropriate.
Should information about patrons' geographic location be
unavailable from one or more libraries, a map of Marin
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County will be provided to each library facility; during
a sample period, patrons will be asked to place a mark on
the map to indicate the location of their workplace
and/or residence. This information will help us to
determine which geographic areas of Marin County are or
are not presently being served by the libraries.
User and non -user needs will be assessed in two different
ways. For users, a self-administered brief questionnaire
will be distributed during random time periods to a
sample of users of each library. This questionnaire will
assess attitudes of the patron towards the variety and
quality of library services as well as probe to determine
unmet information needs. In addition, demographic
information about the patron will be requested.
A random public opinion telephone survey will be made
within the boundaries of each library jurisdiction to
help determine the information needs of non -library
users. A stratified sample will be used to insure that a
representative number of households from each
jurisdiction is contacted to assure the accuracy of the
statistical analysis. The Library Planning Study
Oversight Committee will, of course, review drafts of the
self-administered questionnaire and the telephone
interview script.
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A survey of staff members will also be conducted, to get
their comments on library use as observed at service
points throughout the county.
Demographic and economic information from the County and
Municipal Planning Departments will be gathered and
analyzed. This information will be supplemented with
data obtained from the U.S. Department of the Census,
State Department of Finance, State Employment Development
Department, and other public agencies as appropriate.
Private sector information sources such as local
communications providers, chambers of commerce,
educational institutions and professional and charitable
organizations will also be contacted and asked to share
available data about present and future trends in area
population, employment, and educational levels.
Budget and staffing data for the previous five years in
each of the libraries will be collected in order to
develop a fiscal and human resources profile for each
jurisdiction.
The extent and nature of library automation activities
within each library jurisdiction will be assessed. This
information will be used to determine the cost
effectiveness of existing automation applications and to
identify additional functions which would benefit from
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automation. Special attention will be given to
cooperative automation projects and the evaluation of
present activities in the light of identified service
goals and recent and projected changes in the state of
the art in computerized library services. Included in
this assessment will be an analysis of computer linking
and networking activities, as well as an examination of
both current and future library telecommunications
requirements.
Inter --jurisdictional cooperation in a full range of
functional areas will be assessed. JMA will review
available data on the amount and kinds of resource
sharing among the Marin County library jurisdictions. We
will also look beyond gross numerical measures (such as
numbers of interlibrary loans) to an assessment of the
quality and depth of services provided by each of the
libraries. Both complementary and duplicative services
will be identified.
The information drawn from these many sources will be
integrated and analyzed to produce one set of consistent,
comprehensive planning documents for each of the
participating jurisdictions. This needs assessment and
planning database will be prepared and presented by JMA
in such a way that it may be used by the jurisdictions
for planning and decision-making purposes beyond the
scope of this study, if desired.
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2. Space Utilization
The distribution and location of library facilities will
be compared to the present and projected distribution of
population and workforce within Marin County.
The usable space in each library facility will be
determined and compared both with available standards and
with an assessment of present and projected programmatic
space needs.
The structural adequacy of the San Rafael and San Anselmo
libraries will be reviewed by the firm of Falconi and
Associates, Registered Engineers, located in Auburn,
California. They will prepare a separate written report
} on the condition of each of the two facilities. Falconi
and Associates have state-of-the-art experience and
expertise in providing.civil engineering, construction
and architectual services, including prior structural
adequacy work for libraries.
Finally, the possible re -location, closure, combination
or expansion of library facilities will be addressed as a
part of the space utilization study.
3. Fiscal Review
The quality and quantity of services provided by each of
the library jurisdictions will be compared to the
available funding for each jurisdiction in order to
determine the presence (and extent) or absence of current
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funding inequities.
Should any service imbalances and/or funding inequities
be found to exist, a range of equalization strategies
will be explored and the consultants will recommend one
or more possible solutions. These recommendations will
address, an appropriate, issues such as the transfer of
funds between jurisdictions, contracts for library
services, consolidation of libraries, and library boards
and governance.
The allocation of existing financial resources and
possibilities for new revenue sources, including fees for
service, will be thoroughly examined. One avenue which
JMA will investigate is to present to the voters in 1984
a coordinated information program, explaining the quality
and quantity of existing library services, the financial
constraints presently faced by the library jurisdictions,
and the service implications of a tax increase.
Though J. Matthews and Associates, Inc. is sometimes
characterized as a high technology/automation consulting
firm, we would like to emphasize our significant prior
experience in exploring creative financial alternatives
for libraries. For example, we are currently assisting
libraries in Minnesota, North Dakota and South Dakota to
create a non-profit corporation to provide
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selected library services. At our suggestion this group
is also exploring the use of a Limited Partnership, both
to derive significant income tax savings for the
participating investors and to provide the necessary
capital for projects designed to to improve library
services. Consultant team members are well versed in
current developments and strategies for public sector
budgeting, fundraising and finance.
Information gathered during Phase I and the resulting
data analysis will be presented in a separate report for
each jurisdiction, with a countywide overview and
summary. This report will integrate the results of the
needs assessment and planning process activities, the
space utilization study, and the review of fiscal issues
and options.
Phase II
The experience of libraries which have gone through the needs
assessment and planning process to date suggests that the primary
focus of activity should not be on data gathering but rather on
the philosophies and policies associated with library service
goals and objectives. A major purpose of the Phase I data
analysis and fact finding activities, therefore, will be to set
the scene for, highlight and clarify the implications of the major
library service goals and their associated objectives, which will
be developed during phase II of the study. Major service goals
will be developed in a series of intensive working meetings with
representatives of each library jurisdiction. JMA will provide
senarios and issue briefs to be used by these representatives in
preparation for the working sessions. During these meetings the
results of the needs assessment and data analysis will be used by
each library jurisdiction to explore the implications of
alternative library service goals, given present and future
community characteristics, demographic and economic trends, user
and non -user needs, etc..
Once major library service goals have been identified, objectives
for improving and rationalizing library services for each
jurisdiction -and on a countywide basis will be explored in.the
context of a series of scenarios. Each scenario will identify
recommended service changes, with associated organizational and
staffing requirements, the implications for alteration or
expansion of facilities, opportunities for cost effective
automation, and the need for functional cooperation and/or
consolidation in order to minimize unnecessary duplication of
services.
Throughout this process the consultants will draw upon their
knowledge of the planning process as recommended by the Public
Library Association, as well as the best of the planning reports
which have been prepared by other libraries across the U.S.
The 1,hase II activities, i.e., the initial formulation of goals
and objectives along with an exploration of alternative service
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programs, will conclude with a report to the governing bodies of
the six jurisdictions. This written report will be prepared in a
series of drafts, each of which will incorporate new sections
based on the analysis of data gathered to date and the decisions
reached by each library jurisdiction. We expect each jurisdiction
to be responsible for discussing draft materials with its staff
and the community, and sharing their feedback with the consultant
study team. In addition, the Phase II written report will include
an executive summary designed to be distributed as an information
package to voters of those jurisdictions placing library tax
measures on the June 1984 ballot. A final Phase II report will
also be presented orally before each library jurisdiction's
governing body.
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This phase of the project, the development of action plans and
schedules, will focus on the preparation of a comprehensive
written implementation report. The action plan will include
schedules of activities, including financing options, needed to
achieve approved service goals and objectives in each jurisdiction
and countywide. Each section of the action plan will be presented
in detail for the first five years and in more general terms for
the activities to occur between years five and ten.
Implementation will be planned as a series of phases or modules,
and tasks will be organized in such a way that failure to complete
one step will not bring other implementation activities to a
standstill. Again, drafts of the action plan sections will be
prepared in time to be thoroughly reviewed by the Library Planning
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Study Oversight Committee and by staff and interested parties in
each library jurisdiction. Each draft action plan will then
incorporate suggested revisions. This study phase will culminate
in an oral presentation before the governing board of each library
jurisdiction.
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STUDY METHODOLOGIES
The Consultant Team will employ such methodologies and techniques
as may be best suited to the individual study tasks; these will
include, but not necessarily be limited to, the following:
Utilization of Available Data
Review, study, and analysis of all data supplied by the individual
libraries, local governments, and other sources.
Statistical Analysis
Analysis of statistical data for purposes of comparison and
evaluation of the six library jurisdictions.
Construction of Demographic Profiles
Demographic profiles will be established for the purpose of
comparing and understanding the people living and working in each
library jurisdiction. These profiles will utilize data provided
by such agencies as the planning offices of the City and County
governments and the State of California, as well as private sector
information resources.
Questionnaires
A variety of questionnaires will be employed, ranging from those
required for the user and non -user needs assessment program to
those needed for staff members. Questionnaires will also be used
to update information where necessary and to provide a useful
source of current information for analysis.
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Interviews
Both structured and informal interviews will be used as a means
for gathering information. Members of the consultant study team
will conduct both individual and group interviews of selected
library staff, government officials, and other interested parties.
Such interviews shall be arranged in advance and conducted at
mutual convenience.
visits
Visits by the consultant study team will be relied upon as a
valuable source of information. The consultant will visit all
Marin County public library facilities. A sample of Marin County
academic, school and special libraries will also be visited to
obtain first hand information and impressions.
Comparative Analysis
Where appropriate, data representing resources and activities in
the six library jurisdictions will be compared with information
and/or statistics acquired from other libraries possessing similar
characteristics: size, service areas, etc. Such comparisons are
most likely to be used to provide a frame of reference for data
such as staff workloads, facility development, etc.
Observation
Since the members of the study team are experienced and capable
observers of the library scene, their impressions gathered during
field work and documented by field notes will be a valuable source
of information.
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REPORTS AND REPORTING
The following reporting methods and schedule are proposed in the
belief that reporting is essential to maintain the necessary
communication between Client and Consultant:
Monthly Study Sessions With the Library Planning Study Oversight
Committee
The consultant will meet monthly with the members of the Library
Planning Study Oversight Committee to report on the progress of
the study and to work on goals and objectives. These meetings
will be scheduled in advance, at a mutually convenient time and
place, to provide an opportunity for the consultant's report and
for an exchange of pertinent views and information.
Monthly Progress Reports
Brief progress reports will be written and provided to the client
at monthly intervals. These progress reports will summarize work
done to date and work in progress. Six copies of each report will
be provided for distribution.
Study Sessions With City and County Officials
Occasional study sessions - perhaps every other month - with
interested members of Library Boards, City Councils and County
Board of Supervisors, as well as City and County administrative
staff, are suggested as a means for keeping local officials aware
of findings, tentative conclusions, and recommendations during the
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course of the study. Such sessions provide a place for the
informal exchange of views which can facilitate the understanding
of study recommendations and promote their implementation.
Master Plan Study Report (Phase II product)
The findings, conclusions and recommendations arrived at during
the course of this study will be presented in the form of a Master
Plan Report, with sections for each library jurisdiction and a
countywide overview and summary. The plan will present
demographic information, survey results and the data analysis
prepared for each library jurisdiction. A countywide library role
statement and the goals adopted by the library, together with each
goal's corresponding set of objectives, will also be presented.
Fifty (50) copies of this report will be provided for
distribution.
Action Plan Report (Phase III product)
An Action Plan to achieve the approved goals and objectives will
be prepared for each library jurisdiction and countywide. The
Action Plan will include schedules and financing plans for both
the 5 year and 10 year time horizons. One hundred (100) copies of
this report will be provided for distribution.
SCHEDULE OF ACTIVITIES
The time schedule as outlined in the Marin County public library
jurisdictions' Request for Proposals is acceptable to J. Matthews
and Associates, Inc.; our study design was prepared with this
schedule in mind. We consider this study to be a major
contribution to the practical exploration of important modern day
library service issues and expect the results to be significant
both to the participants and to the library community as a whole.
For this reason we are prepared to give this project our highest
priority.
During the one year work period the consultant will meet monthly
with the Library Planning Study Oversight Committee to report
progress and to receive suggestions. Where possible these monthly
progress report meetings will coincide with scheduled reviews of
written draft materials,.
CONSULTANT STUDY TEAM
The Work Plan, as previously described, will be carried out by a
qualified Consultant Study Team, directed and coordinated by the
lead consultant.
The lead consultant for this engagement will be Joseph R.
Matthews, Managing Director of J. Matthews and Associates, Inc.,
Mr. Matthews will be assisted by Joan Frye Williams, project
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consultant for J. Matthews and Associates, Inc., and by Raymond'M.
Holt, a former public library director and recognized authority on
planning for library buildings.
Mr. Matthews, with an MBA from the University of California, has
experience in the planning and delivery of information services
for a number of different organizations. He has provided
consulting assistance to libraries for more than seven years and
has written extensively in the area of planning and managing
technology in the library environment.
Ms. Williams has considerable experience in providing consulting
assistance to the library community. As Coordinator of the
California Library Serivices Act (CLSA) Program, she planned and
managed the implementation of statewide legislative goals for
improving library services and resource sharing. She developed
long and short range service plans, administrative regulations,
service measurements and funding strategies used by California's
fifteen regional cooperative library systems. She conducted
research and prepared all planning and decision-making documents
for the thirteen -member California Library Services Board. She
also designed the California Statewide Bibliographic Database and
assisted libraries throughout the state in its phased
implementation.
Ms. Williams is a capable writer, with the ability to present
complex technical issues clearly, in the context of larger fiscal,
managerial and service concerns. She understands the need for
21
each autonomous library jurisdiction to balance cooperative
service goals and objectives with its own unique needs, resources,
and priorities. Her reports, presentations and action plans have
proven to be very useful to governing bodies, citizens, management
and technical personnel.
Ray Holt has managed a full-time library consultant practice,
offering a variety of services to public and academic libraries,
including needs assessments, long-range planning, management,
services and operations analysis, facility evaluation, and
building programs. He has developed a user -oriented basis for
library studies and anchors his analysis in a exposition of
demographic characteristics related to library use. His studies
always include practical plans and guidelines for implementation,
including suggested action schedules.
In the field of facility analysis and library building planning,
Mr. Holt offers a wide range of experience, from small branch
libraries to central library headquarters buildings. In addition,
he has prepared detailed building programs for library projects of
various sizes and types, including remodeling/expansion and new
buildings for both public and academic libraries.
22
Falconi and Associates, the subcontractor which will provide the
necessary structural adequacy review and written reports, has
completed inspections of buildings of all types to assess their
structural condition. Studies of this type have been completed
for the Grass Valley Public Library and the Lincoln Public
Library. In addition, Falconi and Associates provides city
engineer, building inspection and plan checking services on a
contract basis for several cities.
Figure 1 illustrates the relationships among the members of the
Consultant Study Team.
Resume's and references for Mr. Matthews and Ms. Williams, Mr.
Holt and Falconi and Associates are attached as an Appendix to
this proposal.
w
Figure 1
Organization Table for the
Consultant Study Team
Library Planning Study
Oversight Committee
The Consultant
Joseph R. Matthews, Library Consultant
Consultant Study Team Civil Engineer
o Joseph R. Matthews Falconi & Associates
o Joan Frye Williams -
o Raymond Holt
23
24
PROJECT COSTS AND BUDGET
we estimate that it will require one hundred forty-two (142)
person days of consulting effort, over a twelve (12) month period,
to accomplish the work described in this proposal. Based on our
standard consulting rate of $500 per day, the professional fee for
this engagement is $71,000.
Civil engineering contract services will be billed at cost, not to
exceed $4,000.
Travel expenses, daily living expenses while traveling, telephone,
duplication, and secretarial services will be billed at cost, not
to exceed $17,900. This estimate is based on an itemized budget
as shown in Table 2. Thus, the total amount to be paid by the
Marin County public library jurisdictions to J. Matthews and
Associates, Inc. for services described in this proposal is
budgeted at $92,900.
Unless otherwise provided, it is recommended that a payment
schedule be established as follows:
1. An initial payment of ten thousand dollars ($10,000.00)
to be paid to the consultant as a retainer at the time
the agreement for consultant services is signed; and
2. Additional amounts to be paid in accordance with monthly
invoices submitted by the consultant, except that the sum
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of ten thousand dollars (10,000.00) shall be reserved as
a final payment, to be made upon receipt and acceptance
of the Phase III Report and final oral presentations.
Payment is expected in a timely manner.
The basis for any post -contract assignments will be $500 per day
of consulting services plus reimbursable travel and related
expenses.
OUR EXPECTATIONS OF TEE MARIN COUNTY PUBLIC LIBRARY JURISDICTIONS
The on-site data collection period will constitute an intensive
immersion in the Marin County public library service environment.
Participating libraries will need to assist the consultant study
team with preparations for and scheduling of local meetings and
interviews.
In addition to its representative to the Library Planning Study
Oversight Committee, it is highly recommended that each
jurisdiction designate a staff liaison to the project, who will be
responsible for directing information flow within the library and
the community, and following up to make sure materials are
distributed, data is gathered and questions are clarified in a
timely manner. We estimate these liaison tasks would require, on
26
average, one to two hours per week throughout the study period.
In addition, individual professional staff members in each library
can expect to spend between ten and forty hours on study
activities (e.g., completing questionnaires, interviews) over the
twelve month period; library administrators and key department
heads should expect to devote approximately one d'ay each month.
Members of the Library Planning Study Oversight Committee will
probably need to schedule two to three days per month to complete
study activities successfully.
The final products of this study can only be as good as the
concerted effort expended to prepare them. The cooperation of
participating libraries in scheduling interviews, responding to
questionnaires, providing information by established deadlines,
preparing for meetings, and providing input during meetings will
be essential to the success of this project.
While on-site the consultant study team will need the use of a
desk, chair and telephone in each of the six Marin County public
library jurisdictions.
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