HomeMy WebLinkAbout05631 - PROVIDENCE ASSOCIATES LLC LIBRARY STRATEGIC PLANNING SERVICES Page I of 1
Kathie Hart
From: Kathie Hart
Sent: January 20, 2009 3.04 PM
To: Barbara Roberts
Subject: RE: A5631 Providence Associates
THX!
e -
Kathie Hart, CMC
Chief beputy City Clerk
City of Palm springs
3200 E. Tahqutz Canyon Way
Palm Springs,CA 92262
TE (760)323-8206 1 b (760) 322-8332
Lag Kathie.Hart@PalmSpringsCA.gov
From: Barbara Roberts
Sent: January 20, 2009 1:12 PM
To: Kathie Hart
Subject: RE: A5631 Providence Associates
Kathie,
Yes that contract is completed. When I sent the final payment signature to Procurement, I thought they would let you
know. Sorry about that.
Thanks.
Barbara
From: Kathie Hart
Sent: Tuesday, January 20, 2009 12:48 PM
To: Barbara Roberts
Subject: A5631 Providence Associates
Barbara:
The Amendment extended the term thru Nov. 2008. May I close this? Has it been
completed?
Thx!
Gi
Kathie Hart, CMC
Chief Deputy City Clerk
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
` I? (760)323-8206 1 f3 (760)322-8332
® Kathie.Hart@Palm5pringsCA.gov
01/20/09
AMENDMENT NO. 1 TO THE
CONSULTING SERVICE AGREEMENT
FOR PROVISION OF LIBRARY STRATEGIC PLANNING SERVICES
(CONTRACT SERVICES #A5631)
THIS FIRST AMENDMENT to the Contract Services Agreement No. A5631 forthe
provision of Library strategic planning is made and entered into to be effective on the 29FH
day of September, 2008 by and between the City of Palm Springs, a California charter city
and municipal corporation (hereinafter referred to as the ACity(P), and Providence
Associates LLC, an Arizona corporation, (hereinafter referred to as the AContractor@)
(collectively, the "Parties").
RECITALS
A. City and Contractor previously entered into a contract services agreement for
Library strategic planning services for the Palm Springs Public Library located at 300 S.
Sunrise Way, Palm Springs, which was made and entered into on March 28, 2008 (the
"Agreement"). Unless extended by the Parties, the Agreement will expire on September
29, 2008.
B. Section 11.3 of the Agreement provides that the Agreement may be amended
at any time with the mutual written consent of the Parties.
C. City and Contractor desire to amend the Agreement to extend time frame for
completion of the project to November 30, 2008.
NOW, THEREFORE, in consideration of the mutual promises and covenants
contained herein, the Parties agree as follows:
AGREEMENT
Section 4.4. Term is hereby amended to read in its entirety:
4.4 Term. Unless earlier terminated in accordance with Section 9.5 of this
agreement, this Agreement shall continue in full force and effect to November, 30, 2008,
unless extended by mutual written agreement of the parties.
IN WITNESS WHEREOF, the Parties have executed and entered into this
Amendment as of the date first written above.
CITY OF PALM SPRINGS
,P cl
__— .. m " T DAVID H. READ ANAGER
all U�1101
SIGNATURES CONTINUED ON NEXT PAGE
ATTEST:
1gt-&
JAMES THOMPSON, IT�Y CLEUK�
APPR VEI7�AS TO FORM:
�l
CITY A7`TbkNEY
CONTRACTOR
Providence Associates LLC
f �
�-
Laura J. lsenst6in, President
�.._Jan�es B. Alsi` , ecretary
�V\ APPROVED BY CITY'COUNCIL
, APPROVED BY CITY MANAGER,
Not To Exceed $ �oo
Without The Exiokess "fi'y6itell
CONSULTING SERVICES AGREEMENT Maw ?atiora Cl The City
Providence Associates LLC for Library Strategic Planning Servicgs
THIS AGRFEMENT FOR CONSULTING SERVICES (the "Agreement") is made and
entered into this g ay of 2008, by and between the City of Palm Springs, a
California charter city and municipal corporation ("City"), and Providence Associates LLC
("Consultant"),
RECITALS
A. City requires the services of a consultant to provide Library Strategic Planning
Services ("Project').
B. Consultant has submitted to City a proposal to provide Library Strategic Planning
services to City pursuant to the terms of this Agreement-
C. Based on its experience, education, training, and reputation, Consultant is
qualified to provide the necessary services to City for the Project and desires to provide such
services.
D. City desires to retain the services of Consultant for the Project.
NOW, THEREFORE, in consideration of the promises and mutual agreements contained
herein, City agrees to retain and does hereby retain Consultant and Consultant agrees to provide
services to the City as follows:
AGREEMENT
1. CONSULTANT SERVICES
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Consultant shall provide Library Strategic Planning services to City as described in
the Scope of Services/Work attached to this Agreement as Exhibit "A" and incorporated herein
by reference (the "services" or "work"), which includes the agreed upon schedule of
performance and the schedule of fees. Consultant warrants that all services and work shall be
performed in a competent, professional, and satisfactory manner in accordance with all standards
prevalent in the industry. In the event of any inconsistency between the terms contained in the
Scope of Services/Work and the terms set forth in the main body of this Agreement, the terns set
forth in the main body of this Agreement shall govern.
1.2 Com Iiance with Law. All services rendered under this Agreement shall be
provided by Consultant in accordance with all applicable federal, state, and local laws, statutes
and ordinances and all lawful orders, rules, and regulations promulgated thereunder.
1.3 Licenses and Permits_ Consultant shall obtain at its sole cost and expense such
licenses, permits, and approvals as may be required by law for the performance of the services
required by this Agreement.
O�x;�744�oe�,4_F�40
ReViSC&3123107
507639.2
1.4 Familiarity with Work. By executing this Agreement, Consultant warrants that
it has carefully considered how the work should be performed and fully understands the
facilities, difficulties, and restrictions attending performance of the work under this Agreement.
2. TIME FOR COMPLETION.
The time for completion of the services to be performed by Consultant is an essential
condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this
Agreement according to the agreed upon schedule of performance set forth in Exhibit "A."
Consultant shall not be accountable for delays in the progress of its work caused by any
condition beyond its control and without the fault or negligence of Consultant_ Delays shall not
entitle Consultant to any additional compensation regardless of the party responsible for the
delay.
3. COMPENSATION OF CONSULTANT
3.1 Compensation of Consultant. For the services rendered pursuant to this
Agreement, Consultant shall be compensated and reimbursed, in accordance with the schedule of
fees set forth in Exhibit"A,"which total amount shall not exceed $72,600.
3.2 Method of Payment. Tn any month in which Consultant wishes to receive
payment, Consultant shall no later than the first working day of such month, submit to City in the
form approved by City's finance director, an invoice for services rendered prior to the date of the
invoice. Payments shall be based on the hourly rates as set forth in Exhibit "A" for authorized
services performed. City shall pay Consultant for all expenses stated thereon, which are
approved by City consistent with this Agreement, within thirty (30) days of receipt of
Consultant's invoice.
3.3 Changes. In the event any change or changes in the Scope of Services/Work is
requested by City, the parties hereto shall execute a written amendment to this Agreement,
setting forth with particularity all terms of such amendment, including, but not Ihnited to, any
additional fees. An amendment may be entered into:
A. To provide for revisions or modifications to documents or other work
product or work when documents or other work product or work is required by the enactment or
revision of law subsequent to the preparation of any documents, other work product, or work;
B. To provide for additional services not included in this Agreement or not
customarily furnished in accordance with generally accepted practice in Consultant's profession.
3.4 Appropriations. This Agreement is subject to and contingent upon funds being
appropriated therefore by the City Council of City for each fiscal year covered by the
Agreement. If such appropriations are not made, this Agreement shall automatically terminate
without penalty to City.
4. PERFORMANCE SCHEDULE
4.1 Time of Essence. Time is of the essence in the performance of this Agreement.
2 Revised:3/23/07
507639 2
4.2 Schedule of Performance. All services rendered pursuant to this Agreement
shall be performed pursuant to the agreed upon schedule of performance set forth in Exhibit"A."
The extension of any time period must be approved in writing by the Contract Officer.
4.3 Force Maieure. The time for performance of services to be rendered pursuant to
this Agreement may be extended because of any delays due to unforeseeable causes beyond the
control and without the fault or negligence of Consultant, including, but not limited to, acts of
God or of a public enemy, acts of the government, fires, earthquakes, floods, epidemic,
quarantine restrictions, riots, strikes, freight embargoes, and unusually severe weather if
Consultant shall within ten (10) days of the commencement of such condition notify the Contract
Officer who shall thereupon ascertain the facts and the extent of any necessary delay, and extend
the time for performing the services for the period of the enforced delay when and if in the
Contract Officer's judgment such delay is justified, and the Contract Officer's determination
shall be final and conclusive upon the parties to this Agreement.
4.4 Term. Unless earlier terminated in accordance with Section 9.5 of this
Agreement, this Agreement shall continue in full force and effect for a period of six months from
date of contract execution, unless extended by mutual written agreement of the parties.
5. COORDINATION OF WORT{
5.1 Representative of Consultant. The following principal of Consultant is hereby
designated as being the principal and representative of Consultant authorized to act in its behalf
with respect to the services and work specified herein and make all decisions in connection
therewith: Laura J. Isenstein, Principal. It is expressly understood that the experience,
knowledge, education, capability, and reputation of the foregoing principal is a substantial
inducement for City to enter into this Agreement. Therefore, the foregoing principal shall be
responsible during the term of this Agreement for directing all activities of Consultant and
devoting sufficient time to personally supervise the services hereunder. The foregoing principal
may not be changed by Consultant without prior written approval of the Contract Officer.
5.2 Contract Officer. The Contract Officer shall be the City Manager, or his/her
designee. It shall be the Consultant's responsibility to keep the Contract Officer, or his/her
designee, fully informed of the progress of the performance of the services and Consultant shall
refer any decisions that must be made by City to the Contract Officer. Unless otherwise
specified herein, any approval of City required hereunder shall mean the approval of the Contract
Officer.
5.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, education, capability, and reputation of Consultant, its principals and employees,
were a substantial inducement for City to enter into this Agreement. Therefore, Consultant shall
not contract with any other individual or entity to perform in whole or in part the services
required hereunder without the express written approval of City. In addition, neither this
Agreement nor any interest herein may be. assigned or transferred, voluntarily or by operation of
law, without the prior written approval of City.
3 Revised:3123/07
507639.2
5.4 Independent Contractor. Neither City nor any of its employees shall have any
control over the manner, mode, or means by which Consultant, its agents or employees, perform
the services required herein, except as otherwise set forth herein. Consultant shall perform all
services required herein as an independent contractor of City and shall not be an employee of
City and shall remain at all times as to City a wholly independent contractor with only such
obligations as are consistent with that role; however, City shall have the right to review
Consultant's work product, result, and advice. Consultant shall not at any time or in any manner
represent that it or any of its agents or employees are agents or employees of City.
5.5 Personnel. Consultant agrees to assign the following individuals to perform the
services set forth herein. Consultant shall not alter the assignment of the following personnel
without the prior written approval of the Contract Officer. Acting through the City Manager, the
City shall have the unrestricted right to order the removal of any personnel assigned by
Consultant by providing written notice to Consultant.
Name: Title:
Laura J. Isenstein, M.L.S. Principal Consultant&Project Manager
Carol French Johnson, M.L.S. Staffing, Organizational Structure, Operations
Linda K. Miller, M.L.S. Information Technology&Focus Groups
James B. Alsip, M.L_S. Focus Group Facilitiation, Budgeting
6. INSURANCE
Consultant shall procure and maintain, at its sole cost and expense, policies of insurance
as set forth in Exhibit"B," which is attached hereto and is incorporated herein by reference.
7. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall defend (at Consultant's sole cost
and expense), indemnify, protect, and hold harmless City, its elected officials, officers,
employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any
and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards,
settlements, damages, demands, orders, penalties, and expenses including legal costs and
attorney fees (collectively "Claims"), including but not limited to Claims arising from injuries to
or death of persons (Consultant's employees included), for damage to property, including
property owned by City, from any violation of any federal, state, or local law or ordinance, and
from errors and omissions committed by Consultant, its officers, employees, representatives, and
agents, which Claims arise out of or are related to Consultant's performance under this
Agreement, but excluding such Claims arising from the negligence or willful misconduct of the
City, its elected officials, officers, employees, agents, and volunteers. Under no circumstances
shall the insurance requirements and limits set forth in this Agreement be construed to limit
Consultant's indemnification obligation or other liability hereunder.
4 Revised:3123107
5076392
8. RECORDS AND REPORTS
8.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer
such reports concerning the performance of the services required by this Agreement as the
Contract Officer shall require.
8.2 Records. Consultant shall keep such books and records as shall be necessary to
properly perform the services required by this Agreement and enable the Contract Officer to
evaluate the performance of such services. The Contract Officer shall have full and free access
to such books and records at all reasonable times, including the right to inspect, copy, audit, and
make records and transcripts from such records.
8.3 Ownership of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of this Agreement
shall be the property of City and shall be delivered to City upon request of the Contract Officer
or upon the termination of this Agreement, and Consultant shall have no claim for further
employment or additional compensation as a result of the exercise by City of its full rights or
ownership of the documents and materials hereunder. Consultant may retain copies of such
documents for its own use. Consultant shall have an unrestricted right to use the concepts
embodied therein.
8.4 Release of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of services under this
Agreement shall not be released publicly without the prior written approval of the Contract
Officer.
8.5 Cost Records. Consultant shall maintain all books, documents, papers, employee
time sheets, accounting records, and other evidence pertaining to costs incurred while performing
under this Agreement and shall make such materials available at its offices at all reasonable
times during the term of this Agreement and for three (3) years from the date of final payment
for inspection by City and copies thereof shall be promptly furnished to City upon request.
9. ENFORCEMENT OF AGREEMENT
9.1 California Law. This Agreement shall be construed and interpreted both as to
validity and to performance of the parties in accordance with the laws of the State of California.
Legal actions concerning any dispute, claim, or matter arising out of or in relation to this
Agreement shall be instituted in the Superior Court of the County of Riverside, State of
California, or any other appropriate court in such county, and Consultant covenants and agrees to
submit to the personal jurisdiction of such court in the event of such action.
$ Revised:31231a7
507639.1
9.2 Waiver. No delay or omission in the exercise of any right or remedy of a non-
defaulting party on any default shall impair such right or remedy or be construed as a waiver.
No consent or approval of City shall be deemed to waive or render unnecessary City's consent to
or approval of any subsequent act of Consultant. Any waiver by either party of any default must
be in writing and shall not be a waiver of any other default concerning the same or any other
provision of this Agreement.
9.3 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the
parties are cumulative and the exercise by either party of one or more of such rights or remedies
shall not preclude the exercise by it, at the same or different times, of any other rights or
remedies for the same default or any other default by the other party.
9.4 Legal Action. In addition to any other rights or remedies, either party may take
legal action, in law or in equity, to cure, correct, or remedy any default, to recover damages for
any default, to compel specific performance of this Agreement, to obtain injunctive relief, a
declaratory judgment, or any other remedy consistent with the purposes of this Agreement.
9.5 Termination Prior to Expiration of Term_ City reserves the right to terminate
this Agreement at any time, with or without cause, upon thirty (30) days written notice to
Consultant, except that where termination is due to the fault of Consultant and constitutes an
immediate danger to health, safety, and general welfare, the period of notice shall be such shorter
time as may be deter ned by the City. Upon receipt of the notice of termination, Consultant
shall immediately cease all services hereunder except such as may be specifically approved by
the Couttact Officer. Consultant shall be entitled to compensation for all services rendered prior
to receipt of the notice of termination and for any services authorized by the Contract Officer
thereafter. Consultant may terminate this Agreement, with or without cause, upon thirty (30)
days written notice to City.
10. CITY OFFICERS AND EMPLOYEES,• NON-DISCRIMINATION
10.1 Non-Liability of City Officers and Employees. No officer or employee of City
shall be personally liable to the Consultant, or any successor-in-interest, in the event of any
default or breach by City or for any amount which may become due to the Consultant or its
successor, or for breach of any obligation of the terms of this Agreement.
10.2 Covenant A-gainst Discrimination. Consultant covenants that, by and for itself,
its heirs, executors, assigns, and all persons claiming under or through them, that there shall be
no discrimination or segregation in the performance of or in connection with this Agreement
regarding any person or group of persons on account of race, color, creed, religion, sex, marital
status, disability, sexual orientation,national origin, or ancestry.
11. MISCELLANEOUS PROVISIONS
11.1 Notice_ Any notice, demand, request, consent, approval, or communication either
party desires or is required to give to the other party or any other person shall be in writing and
either served personally or sent by pre-paid, first-class mail to the address set forth below. Either
party may change its address by notifying the other party of the change of address in writing.
6 Revised:323107
507639.2
Notice shall be deemed communicated seventy-two (72) hours from the time of mailing if trailed
as provided in this Section.
To City: City of Palm Springs
Attention: City Manager& City Clerk
3200 E_ Tahquitz Canyon Way
Palm Springs, California 92262
To Consultant: Providence Associates LLC
Attn: Laura 1. lsenstein
1530 East Elm Street
Cottonwood,AZ 86326
Ph. 928-649-0791
11.2 Integrated Agreement. This Agreement contains all of the agreements of the
parties and cannot be amended or modified except by written agreement.
11.3 Amendment. This Agreement may be amended at any time by the mutual
consent of the parties by an instrument in writing.
11.4 Severability. In the event that any one or more of the phrases, sentences, clauses,
paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by
valid judgment or decree of a court of competent jurisdiction, such invalidity or unenfotceability
shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this
Agreement, which shall be interpreted to carry out the intent of the parties hereunder.
11.5 Authority. The persons executing this Agreement on behalf of the parties hereto
warrant that they are duly authorized to execute this Agreement on behalf of said parties and that
by so executing this Agreement the parties hereto are formally bound to the provisions of this
Agreement.
[SIGNATURE PAGE SEPARATELY ATTACHED)
7 Revised:3/23107
5076392
IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
"CITY"
City of Palm Springs
Date
David H. Ready APPROVED BY CITY COUNCIL
G City Manager
APPROVED AS TO FOIL: ATTEST
Douglas C. Holland J mes Thompson -
City Attorney City Clerk '�`�
"CONSULTANT17
Providence Associates LLC
Date: By -, f�. /7 a-1 . J. ! 5 E e9<_-(1
(name)
(pr ident r /
Date:
(name) T
j;-j"'7S ,l),
Not To Exc,FP j $ �•st� (secretary)
Without The r,, re s Written
Authorization GT° The t Ity
Manager.
507G39.2 Revised:3123107
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
State of Gatifeatla- a- P—i card Iq
County of
f
On before me,
1].u' .� %��/r Hur 5er[ �neaMiille elvx IXliar
personally appeared rXl2_.1,f_�_/A_��1 -2�iYl2G�.i1ry
Namalrl of sgnw(er
Jwho proved to me on the basis of satisfactory evidence to
be the person(s) whose name(s) is/are subscnbed to the
within instrument and acknowledged to me that
ha(she/they exerafted the same in histheftek authorizedcapacity(es),and that by hisfher/their sigrtRi ks) on the
Nancy J. Skinner instrument the person(s), or the entity upon behalf of
"h`RAk-kM7W which the person(s)acted,executed the instrument
10 Yavapai Canty
COMUMM11=110.20tt I certify under PENALTY OF PERJURY under the laws
oT the Srate of GalRornla that the foregoing paragraph Is
true and correct.
WITNESS lmyy hand and official rwaall///J�
a�cao-awns=•I� Signature
OP77ONAL t - ----------
Though rha informalion balow is not rspultsd by tan:h may prow m taue fa persons relylnp on the document
and mufd jo w of fmudutent removal and reatteahmenf of this form to snoltw document.
Description of Attached document
Title or7j pa of document: ,
Document Date: Number of Pages
Signer(s)Other Than Named Above:
Capaaity(les) Claimed by Signor(s)
Signer's Namc: Signet's Name:
❑ individual M Indnridual
EI Corporate OMcer—Tltto(s): ❑Corporate Orfcer—Title(s):
0 Partner--p limited 7J General ❑Partner---0U miled 0Ge,narel
0 Attorney in Fact ❑Attorney in Fact
❑ Trustee top of mm�nerc M Trustee Top of II}.rrb ham
❑ Guardian or Conservator ❑Guardian or Conservator
0 Other: ❑other
Signer Is Reprosonling; Signer Is Representing: Lj
020arltlNdal Mowry AwdyWn•!i3'+o�5gp,�p.,np,�.^,�.p2.py�pagxn Ch B19194A02-wvv.rl�EdWlduXdp bmNswr Reaticr.GITd4Frmi•SOaifi 6�:i'
9 Revised:5123107
507639.2
EXHIBIT "A"
CONSULTANT'S
SCOPE OF SERVICES/WORK
Including,
Schedule of Fees
And
Schedule of Performance
10 Revised:3/23/07
507G39.2
City of Palm Springs, California
Request for Proposals #07-08
Library Strategic Planning Services
Revised
February 20, 2008
Submitted by PROVIDENCE Associates LLC
Library Planners Consultants
Cottonwood, AZ
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
TABLE OF CONTENTS
Page Number
Information on the firm 1
Key Personnel 2
Past Experience/References 4
Understanding of Scope of Work 5
Project Work Plan 7
Proposed Timetable and/or Schedule is
Consultant Team Resumes 17
Additional Documentation
Sample of Pin-mapping Library Users 23
Sample Demographic Profile 24
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
INFORMATION ON THE FIRM.
PROVIDENCE Associates LLC, as reflected by our experience, has been
involved with a number of library planning studies. As library planning consultants
working with libraries of all sizes throughout the country, we bring to City of Palm
Springs' project a wide range of experience and an awareness of methods other
progressive libraries are using to meet the needs of their customers_
Our methodologies include research and analysis of existing sources of inputs
and outputs combined with direct community input from focus groups comprised
targeted categories of area residents and library users and through "town hall
meetings." We estimate that over our 28 years of library planning we have
facilitated well over 3000 focus groups and stakeholder interviews. We also have
and, if desired, are able to utilize web surveys, in-library surveys and community
telephone surveys (especially when trying to reach non-library users) based on the
client's choice.
We are very familiar with the Planning for Results process; however, experience
has shown us that by using the prescribed process in its entirety an extremely heavy
burden is placed on the library's staff and customers. As a result we have developed
a modified model in which more of the data gathering and analysis of information is
placed on the consulting team so that the staff has greater time to review the results
of the process as opposed to being burdened with process itself.
We interact and communicate with local planning departments and state
agencies to secure the best and most reliable information about population
projections, city comprehensive plans and transportation plans for each service area.
We often use the services of a demographic research firm to get a current
demographic profile of the library's service areas that reflects age distribution, level
of education attained, household size, families with children, single parent
households, income, ethnicity or race, percentage of home ownership, number of
vehicles, etc.
If the client desires, we have the ability to geo-code circulation data by zip code
and map library usage for each library facility revealing where customers live in
relation to the library's) they use. We measure or benchmark input and output
measures of the client with libraries of similar characteristics within the region or
state as well as with comparable libraries in the United States as a means of
demonstrating both strengths and weaknesses of the client.
Our philosophy of planning is based first on identifying what members of the
community want and expect from their library in terms of services. We then
determine what the community believes the strengths and weakness of the library to
be, including aspects of the facility itself. We use this information as the starting
Page 11
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
point for determining a library plan of service and the adequacy of its facilities to
meets these expectations. Added to this assessment are projections for population
growth and demographic changes that are likely to impact collection size, demand
for public use technology, demand for different methods of service delivery, a change
in services to be emphasized, and the impact on library staffing. With all this
information in hand we then begin to determine in partnership with the client the
strategic plans.
All of our reports are prepared as drafts for thorough review and comment by the
client, Boards of Trustees, local officials. We present our findings and
recommendations in persons to the client and Board, the community in Town Hall
meetings and to local officials as needed. Our presentations are succinct and focus
on information that helps the audience understand the process, the need and the
next steps. We use PowerPoint presentations combined with audience interaction
through dialog and discussion. The purpose of our presentations is to justify
recommendations, ensure consensus and identify the need for revisions that add to
both the credibility of and support for the recommendations.
KEY PERSONNEL.
For every project in which we engage, PROVIDENCE Associates assembles a team
of consultants whose areas of expertise match the specific needs of the client. All
associates selected for this project have worked together effectively before and are
extremely well qualified to assist the Library in the development of its comprehensive
strategic plan. Our team members for the Palm Springs project are:
Laura J. Isenstein, M.L.S. Linda K. Miller, M.L.S.
Carol French Johnson, M.LLS James B. Alsip, M.L.S.
Each member of the consulting team brings unique complimentary skills to the effort.
The team has worked together on many similar projects in the past.
Laura Isenstein will serve as Principal Consultant and Project Manager. Laura retired
as the Director of the San Antonio Public Library in 2003. During her tenure with San
Antonio she commissioned a bilingual community telephone survey of library users and
non-users and oversaw a strategic planning process that was facilitated by
PROVIDENCE Associates. Prior to San Antonio, Laura served as the Director of the Des
Moines Public Library (IA) where she oversaw the process for community telephone
survey, a strategic plan and a master facilities plan.
Laura is a former member of the Board of the Urban Libraries Council (ULC) and
served as Chair of the organization's Capacity Building Strategy Group for several years.
Laura is known in ULC as the "Mother' of the Executive Leadership Institute (ELI) which
has focused on training tomorrow's library leaders through an "action Teaming" and
Page12
City of Palm Springs, CA
Request for Proposals#07=08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
executive coaching program. Laura brings extensive knowledge and experience in the
areas of planning, community needs assessment, organizational re-structuring, strategic
planning, peer comparison analysis, customer service, and staff development_ She has
facilitated PROVIDENCE projects in Califomia, Colorado, Delaware, Maryland,
Minnesota, New Jersey, Pennsylvania, and Taiwan. Until January, 2006, Laura had been
adjunct faculty for the University of North Texas School of Information Science's Library
Degree program, teaching Library Management and Advanced Library Management
online.
Carol French Johnson recently retired after 20 years as the joint Director of the
Cedar Falls and the Waterloo libraries in Iowa. She has served as President of the Iowa
Library Association and has served on several Public Library Association committees
over the years. She is currently working with PROVIDENCE on public library master
planning projects in Olathe, Kansas (fast-growing suburb of Kansas City, MO) and
Cedar Park, Texas, a suburb of Austin. Carol's areas of expertise are staffing,
organizational structure, operational efficiencies and collections.
Linda K. Miller is the owner of LMA Techwork Inc., a library automation and
information technology firm based in Rockford, Illinois. Linda has worked with
PROVIDENCE on many projects over the past six years. She has just completed a
project for the Wisconsin State Library to offer downloadable audio books and music at
participating Wisconsin public libraries using the Overdrive product_ Her firm provides
consulting, project management, and support services in IT, including:
• Development of technology plans, designs, and specifications for new
and remodeled facilities;
• Design of local and wide area networks;
• Advice on the selection and implementation of integrated library systems
for individual libraries and library consortia including RFID, automated
materials management, Wi=Fi, VOIP (Voice over Internet Protocol, etc.
• Writing Request for Proposals and successful grants for technology
projects;
• Evaluation of vendor proposals and negotiation of contracts;
• Management of multi-year technology projects.
Prior to founding her company, Linda's library experience included positions as
Library Director at the Blue Island Illinois Public Library; Management Information
Specialist for the State of Wisconsin, Division for Library Services; and Young Adult and
Reference Librarian for the Main Library in Arlington, Virginia.
For this project, Linda will assess current applications of information technology,
make recommendations for future applications of technology for the library, and assist
with focus groups.
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City of Palm Springs, CA
Request for Proposals#07=08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2000
James B. Alsip is an officer of PROVIDENCE Associates and the former director of
the Grace A. Dow Memorial Library in Midland, MI. His public library experience
includes management positions in Maryland and Virginia. Jim's areas of expertise are
focus group facilitation, community leader relations, and budgets.
In short, PROVIDENCE Associates LLC is proposing a team of professionals who
bring outstanding professional credentials, decades of frontline library experience, and
over 100 years of successful practitioner and public library consulting practice. We are
confident that the varied talents of our team members will ensure that the strategic plan
resulting from this project will be a dynamic document that will position the Palm Springs
Public Library to address the opportunities and challenges of providing quality and
meaningful library services to its community over the next five years
PAST EXPERIENCE/REFERENCES.
• Banning Library District, Banning CA— PROVIDENCE has just completed a
Library Master Plan for the Banning Library District that addresses both service and
facility needs for the next 15 years for this rapidly growing and changing library
district in southern California. The planning process involved stakeholder interviews
and a community mail survey along with staff and Board interviews. We prepared a
program of service and addressed organizational structure and staffing_ The Library
Board adopted the plan in mid-March and is beginning to address its implementation.
Please contact: Patti Hanley, Director, Banning Library District, 21 West Nicolet St_,
Banning CA 92220. Telephone 951=849=3192.
• St. Mary's County Library, Leonardtown MD--We completed (March 2007) a
Ten-Year Comprehensive and Integrated Systems Analysis for this rapidly growing
county system located in southern Maryland, Our analysis focused on services and
facilities needed to respond to a growing county, changing demographics and
residents' needs and expectations related to library services not only today, but also
for the future. The scope of work for this project included an assessment of current
library services; identification of future services; analysis of the physical conditions of
two older branch libraries, and determination of the adequacy of existing facilities to
serve the current county population and the projected population through the year
2016. Our report concluded with service and facility recommendations, including
new construction, expansion, renovation, and a generic building program statement
for the next 10 years. Please contact: Kathleen Reif, Director, 23250 Hollywood
Road, Leonardtown, MD 20650; Telephone: 301-475-2846 x1013; e-mail
kreif@stmallb.org
• Saint Paul Public Library, Saint Paul, MN—PROVIDENCE completed a three-year
Strategic Plan for the Saint Paul Public Library in 2006. Our process included
working with a Library Steering Committee comprised of a cross-section of staff. We
held a planning retreat, engaged in preparing detailed demographic profiles and
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City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
projections for the city and for each branch. Focus groups were conducted with all
levels of staff, with parents of young children, with teens, and with representatives of
non-profit organizations serving the multicultural populations of the city. The
planning process effectively brought together Library Administration, Staff, Friends of
the Library and elected officials in developing a dynamic plan in which the Library is
an active and integral player in helping the city serve children and youth, new
immigrant populations and residents in every neighborhood. The St. Paul Public
Library's planning process has been the subject of two articles published in Library
Journal, September 15, 2005 and October 1, 2006. Contact: Melanie Huggins,
Director, 90 W. Fourth St., Saint Paul, MN 55102. Telephone:651-266-7073, e-mail
Melanie Hugginspci.stpaul.mn.us
• Lycoming County Library System, Williamsport, PA—PROVIDENCE Associates
was hired by Lycoming County Library System in 2006 to assist them with
developing a "Plan to Serve the Virtual Customer" The goal of the Plan was to
create a process that led to accomplishing the goals and measurable objectives
identified in a state LSTA grant awarded to the Library. The Plan document was
integrated into the Library System's long range plan for 2007=2010 and used in
making management decisions related to expenditures for online services, electronic
content development and technology including upgrades to the Library's ILS. The
underlying question and the goal of this planning process was to determine how to
make the library a valued institution by identifying the informational, educational and
entertainment needs of the virtual customer and by designing online services and
access that met those needs. As part of this project, we analyzed the usage of the
library's online database offering, facilitated focus groups to obtain user awareness
and experience with online library resources, and mounted a web survey to get input
from the virtual users. Contact: Janice Trapp, Director; James V. Brown Library, 19
East Fourth Street, Williamsport, PA 17701. Telephone: 570-326-0536, email
jtrapp@jvbrown.edu
UNDERSTANDING OF SCOPE OF WORK.
The Palm Springs Public Library(hereon known as the Library) seeks a
consultant to assist with a strategic planning process. The process is to include a full
evaluation of the Library's services, programs, materials, technology, staffing and an
assessment of the need for and type of services the Library should be prepared to offer
over the next five years. The planning process will examine the service area growth
patterns and demographics and identify the need for services with respect to library
trends and technologies. The plan is also expected to address the funding needed for
the Library to respond to identified service demands. At the end of the day, the resulting
strategic plan will position the library to proactively provide library services that the full-
time and winter residents of Palm Springs want, need, and enjoy over the next three to
five years. The plan will also serve to educate stakeholders about library services.
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City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
PROVIDENCE is proposing a planning process that is interactive and engages both
the community and the staff. This raises the question of the role(s) of consultants in the
planning effort. PROVIDENCE Associates believe that our team has several important
roles in assisting the Library in its planning effort. First, we believe that our experience
in facilitating the planning process can make the best possible use of the time and
talents of Library's planning committee. Second, by performing or helping with a number
of the planning tasks, we can reduce the impact on public services that can result from
dedicating an inordinate amount of staff time to coordinating a planning effort. Third, we
believe that our team's broad involvement with libraries throughout the nation will add to
the quality of the plan by providing insights into current and projected library trends and
how other libraries have addressed similar challenges.
We recognize that there are several issues that the Library has stated need to be
examined and addressed in the planning process. They include but are not limited to:
• Who uses the library services in Palm Springs?
• What is causing the decline of the use of the Library's databases and its
information services?
• Look at the Library's collection and determine what level comprehensiveness is
appropriate for its users?
• Evaluate the role of the one large library and provide recommendations as to what
future library facilities are appropriate for Palm Springs?
• Work to develop a plan that will guide and direct future library services in Palm
Springs?
PROVIDENCE Associates' planning process involves four(4) phases in which we
and the Library will work together as a team to develop the Strategic Plan. Our
responsibility is to help the Library invent its own future. While the consultant team will
perform a significant amount of facilitation and synthesizing/summarizing of information
on behalf of the Library, the plan must, in the end, be Library's plan, not the consulting
team's plan. The four phases of our planning process are summarized below and
detailed in the Work Plan section.
Phase 1: Project Orientation, Gathering/Assessing Current and Review of Past
RMPL Performance (Input and output measures, geo-coding of library
users, previous planning results,etc.)
Phase 2: Identification and Analysis of the Community Needs, Expectations and
Priorities(Focus Groups, Stakeholder Interviews, Prioritization of
Services, etc.)
Phase 3: Developing the Library's plan of Service for the next five years (Mission,
Vision, Core Values, Operations, Goals&Objectives, and
Implementation)
Phase 4: Drafting the Strategic Plan
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Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood,AZ
Revised February 20, 2008
PROJECT WORK PLAN
PHASE 1: PROJECT START UP—GETTING TO KNOW THE LIBRARY
Task 1.1. Project Orientation, to become acquainted with the Library, its staff, and the
City of Palm Springs. It is important that all parties "be on the same page"as this
important project gets underway. Upon notice of award of contract, the consultants will
set up a conference telephone call involving the entire consulting team and the key Palm
Springs Public Library administration/staff who will be directly involved with the project.
The conference call will be used to introduce the principal players in the study, to further
clarify and refine the methodologies to be used in carrying out the study, to determine
specific dates for data collection events, and to determine which background materials
the consulting team should review prior to their first site visit. We have found that this
pre site-visit "meeting" makes the consultants' time on site more valuable because we
arrive with a more complete understanding of specific issues and the unique needs of
the client.
Task 1.2. Gather and Analyze Data, to develop a clear understanding of the wide
spectrum of elements affecting the Library, today and in the future. We will examine
current and past library data. We will request library data, community demographics,
and County economic development information from the Palm Springs Public Library
prior to our first site visit. The information required for the process will come from many
sources. Documents which will be invaluable in providing the PROVIDENCE team with
an understanding include, but are not limited to:
• Library organization chart and staff roster
• Library system policy and procedure manuals
• Usage statistics and collection inventories for the last three to five years
• Planning documents and reports for the last five to ten years
• City planning documents and demographics, current and projected, that
help define service areas of the Palm Springs Public Library
Task 1.2.1. Laura Isenstein will work on the collection of social and demographic data
during this time period. As part of this process, the consultants propose to use
circulation data from the Library's automation system to plot current branch usage
patterns. (A mapping sample is provided under Additional Documentation_) The
consultants will use information available from state and local planning agencies and will
purchase population projection data and profile data from a California based
demographic company with whom we have worked closely over the years. The branch
usage maps and demographic profiles will be presented to planning committee at the
time of our first on=site meeting.
Task 1.2.2. Jim Alsip will prepare peer comparison data for the Library.. This data
assists with putting the Library in perspective when compared to its peers. It reveals
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City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE.Associates LLC
Cottonwood, AZ
Revised February 20, 2008
strengths and identifies areas that may need to be addressed with improved effort. Laura
will work with the Library's planning team to identify and prepare service measures that
will compare or benchmark the Library's performance with at least 6 other libraries that
share similar demographic and/or service characteristics, including Califomia libraries
that are geographically contiguous to Palm Springs.
Task 1.2.3. Linda Miller will assess the state of Library's Information Technology
operations and services. She will engage in an on-site audit, participate in several focus
groups and then develop a report comprised of findings and recommendations that
address those findings. Many of her recommendations will be based on emerging
technology trends as well as how technology can enhance customer access and
facilitate more effective use of the library's resources, including personnel. To
accomplish this task, Ms. Miller will:
• tour the facilities, interview staff, and develop questions on the use of IT and
customer expectations to be included in focus group discussions and on surveys;
• examine computer usage statistics and inventories, review the current
technology plan and evaluation data, and provide an assessment of the library's
technology and its appropriate use for the different stages of projected growth;
• introduce best practice examples of technologies used in libraries with innovative
implementations of technology and report the collected data;
• provide comparisons of the implementation of technology in public libraries of
comparable size (current and projected), based on the different stages of
projected growth, including quantities of technology staffing and network devices;
• recommend options for linking and for communication between multiple library
and other community facilities by means of identifying public and private utilities
for a high speed infrastructure available for multiple library facilities;
• meet with and interview telecommunications providers to discuss implementation
of and plans for a high speed infrastructure, such as a citywide fiber ring, and of
advanced telecommunications services, such as voice-over IP and
videoconferencing;
• introduce new technologies such as bookmobile technology systems, smart card
systems, self-service systems, RFID, digital reference services, and next
generation of library management systems; and
• provide cost information on new technology systems, including space
requirements and develop a technology implementation timeline based on the
projected phases of growth.
Task 1.2.4. Laura Isenstein will assess the current state of Youth and Teen Services.
Youth Services, as defined by the consultants, encompasses ages 0-6, ages 6710, ages
11-13, and teens ages 14-18. Laura will assist with data gathering in relationship to
children's and teenlyoung adult services and identifying gaps where the current library
operation may be insufficient to meet identified service priorities. She will evaluate
policies and standards in terms of their furthering services aimed at these age groups.
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Cottonwood, AZ
Revised February 20, 2008
She will make recommendations that will help the library prioritize current services,
identify new services and develop approaches that address all service priorities including
space needs.
Task 1.2.5. Carol French Johnson will assess current staffing patterns, staff
development, and collection development policies, collection purchasing patterns, and
weeding schedules.
Phase 1
Staff Involved. All Members of the Consultant Team
Roles: Gathering and analyzing of requested data to gain a complete understanding of
the Palm Springs Public Library.
Timeline: Approximately one month from start of project
Deliverables:
• Demographic Profile and Population Projections through 2015
• Peer Comparison and Benchmarking Report (based on standard library
output measures )
• Youth Services Assessment Report
• Technology Assessment Report
Community Partnerships and Services to Diverse Populations
Library Tasks/Responsibilities:
• Provide all requested data and documents in a timely manner
Participate in set telephone calls with consultants as needed to gain a full
understanding of the Library
• Provide City Department and Community contacts for consultants,
needed to gather complete background information
Arrange for all onsite meetings, e.g. identifying and securing venue, local
participants, set-up of venue including necessary presentation tools and
technologies as requested by consultants.
PHASE 2: IDENTIFICATION AND ANALYSIS OF COMMUNITY NEEDS
AND EXPECTATIONS
This phase establishes the current and future demands of current and potential
library customers. This is the all-important public input phase of the project. The Library
serves a growing and changing community. There are undoubtedly many different
points of view as to what services should be offered, which ones are of greatest
importance, what kind of technology is needed, etc. It is critical to this planning process
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Library Strategic Planning Services
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Cottonwood, AZ
Revised February 20, 2008
that a number of methods are used to capture as much public input as possible. We will
use a combination of proven market research and public opinion tools to secure this
input including focus groups, surveys and stakeholder interviews.
Task 2.1: Prepare Community Input Instruments. In consultation with the Library, we
will design focus group and "town hall meeting" questions, stakeholder interview
questions, and web survey questions. The purpose of each question and the way in
which the questions will be administered will be discussed. The Library will be given an
opportunity to recommend additions, deletions, and modifications. Questions will be
further modified following input by the planning committee. New questions will be added
and existing questions will be deleted or modified based on the identification of critical
issues agreed upon at the planning session.
The Library will mount the web survey on its web site. This effort is clearly aimed at
users of electronic information. Links to the survey will need to be posted not on other
widely used community web-sites as well_ The target for this data collection will be all
users of electronic information —not just those who use the library's web resources. The
survey will help the planning committee get a better understanding of how this special
category of user approaches finding various types of information content.
We are also able to provide a random digit dial community telephone survey for the
Library system as an optional service at an additional cost. We have a long-standing
working relationship with the University of North Texas Survey Research Center. They
have engaged in surveying library users and non-users on many of our projects. We
have provided pricing for this as an optional service.
Task 2.3. Plan the Community Input Discussions. We will facilitate 2 staff focus
groups, one focus group with the Library Board or Commission, one session with the
officer representatives of the Palm Springs Neighborhoods organization, a focus group
for parents and caregivers of young children, a focus group comprised of representatives
of the Latino community (to be translated by one the Library staff), one "town hall" type
meeting, and 3 to 5 stakeholder interviews.
The Library will assist us with determining their composition and with logistics,
schedules, etc. These sessions will enable us to systematically gather critical
community input and will help us shape, for your consideration, the Library's Plan of
Service for the next five years_ During this process we will use an adaptation of the
newly revised Library Service Responses from PLA's New Planning for Results to
determine the Library's service priorities for the next five years.
Task 2.4, Facilitate the Community Input Activities and Prepare Reports. The
Library will, with instructions and suggestions from the Consultants, schedule all of the
community input sessions, staff and Board focus groups and Town Hall meeting; invite
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Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
participants and confirm their attendance; provide refreshments as appropriate and
provide some kind of"thank you" item to each participant.
Task 2.5. Interview Key Stakeholder and Compile Reports. The consultants
propose to include two different groups of individuals in the planning process through
individual interviews. We would characterize some of these interview subjects as the
"influencers"within community i.e. "movers and shakers" who range from elected
officials to important community leaders. The consultants will work closely with the
Library to identify the individuals to be included in this way. These interviews will be
done one on one and face to face by the Consultants. Again, the consultants will work
closely with the Library to identify the individuals to be included in this way. We estimate
that we will conduct between 3 to 5 such interviews.
Task 2.6. Prepare an Overall Community Analysis Report. Based upon our data
review and analysis, demographic information, and community input, PROVIDENCE will
draft a Community Analysis report. We will include our conclusions, priority rankings of
library services and programs, as related by participants in the process. The draft report
will be forwarded to the Library prior to an onsite review session. Following that session,
we will make any needed changes and issue the report as a chapter for inclusion in the
final Comprehensive Strategic Plan,
Phase 2
Staff Involved. L. Isenstein, J_ Alsip, C. Johnson
Roles; Consultant Team in conjunction with the Library Planning Team,
review and finalize all web survey questions, focus group discussion
questions, staff and stakeholder interview questions, determine number of
focus groups and schedule.
Timeline: Approximately 6 weeks
Deliverables:
• Community Input Reports and Summary Report
• Staff and Stakeholder Interview Reports and Summary
• Overall Community Analysis Summary Report
• Web Survey Results and Overall Report
Library Tasks/Responsibilities:
• Participate in meetings to finalize community input instruments and
questions
• Schedule, identify participants and issue invitations, arrange venue and
refreshments for focus groups, and confirm attendance 24-48 hours prior
to each session
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Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
• Identify stakeholders, schedule and confirm interview dates and times
• Identify staff to be interviewed, schedule and confirm interview dates and
times
PHASE 3: DEVELOPING THE LIBRARY'S PLAN OF SERVICE FOR THE NEXT FIVE
YEARS (Mission, Vision, Core Values, Goals &Objectives, Implementation, etc.)
PROVIDENCE knows that strategic plans only have value if they can be
implemented. Therefore, we take this step in the overall planning process very
seriously. For this Phase, there are three sequential tasks addressing the key areas that
impact successful implementation.
Task 3.1. Draft a Plan of Service by Reviewing, Discussing and Confirming
Library Service Priorities for the next five years_ The service priorities resulting from
focus group discussions, stakeholder interviews and the compilation of Service Function
Rankings exercise taken from PLA's New Planning for Results (completed by all focus
group participants) will be reviewed and discussed by Ms. Isenstein and Ms. Johnson
with the planning team. The discussion will seek consensus as to the service priorities
for RMPL for the next five years.
Task 3.2. Draft a Staffing Plan to Support the Plan of Service_ PROVIDENCE will
then prepare a draft document that details both the number of staff needed to efficiently
and effectively provide the services in all library outlets and the associated costs. We
will make recommendations related to how library staff should be organized in the future,
given alternative scenarios which include growth, funding and the impact of technology.
This Plan will detail costs for projected staffing, by job description and pay grade, on-
going staff training, annualized budgets with inflation, etc.
Task 3.3. Draft a Funding Plan. The draft Funding Plan will explore different options
as to how the recommended service priorities may be funded over the life of the Plan.
We will include operational cost estimates for each component of the library system. We
will suggest strategies for procurement of both public and private funding. In order to
generate community enthusiasm for the Plan, the Services and Program strategies
portion including goals, objectives and strategies can be used as effective educational
tools for the community, and even as private fundraising documents.
Phase 3
Staff Involved: Full Consultant Team
Roles: All Consultant team members will participate in the drafting the plan
of service
Timeline: Approximately two months
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City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
Deliverables:
• Draft Plan of Service
• Draft Staffing Plan
• Draft Collection Development Statement
• Draft Funding Plan
Library Tasks/Responsibilities.
• Review and comment on draft Service, Staffing and Funding plans for
inclusion in final Strategic Plan
PHASE 4: DEVELOPING AND DRAFTING THE STRATEGIC PLAN.
The following tasks will result in assisting the Library with preparing the
Comprehensive Strategic Plan.
Task 4.1, Developing the Strategic Plan Using the Key Learnings from the
Planning Process. In a highly interactive and energetic meeting, the consultant team
and the Library's planning team will begin to draft the key elements for the Strategic
Plan. The meeting should be scheduled in a "retreat" environment over a two-day
period,
The session will begin with reviewing the demographics of the County, the Plan of
Service, and the space needs of the library for the next five years. This review will re-
affirm all decisions leading to this point in the planning process. What follows are the
critical activities that will lead to the development of the draft of the Library's
Comprehensive Strategic Plan 2007-2012. The Consultant team will facilitate the
Library Planning Team's_
• creation of a Vision Statement and Core Values
• review and revision the Library's current Mission Statement
• drafting of goals that address the service response priorities of the Library
• discussion and drafting of measurable objectives (performance measures) that
indicated when goals have been accomplished, including funding needs where
applicable in areas of operational and/or capital improvements
• brainstorming activities that support the objectives
It is important and imperative that the Library, under the guidance of the Consultant,
write its own Vision, Mission and Strategic Plan Goals, Objectives and Activities. The
reason is that the Library, and only the Library and its staff, are the ones who will be
implementing and assessing the accomplishment of its plan. The Library, as the owner
of the plan, must be directly involved in writing the goals, objectives and activities that
will resonate with both the staff and the community.
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Cottonwood, AZ
Revised February 20, 2008
Following the retreat, the Library will spend time reviewing and editing the work of
the retreat and will submit to the Consultant their recommended goal, objectives and
activities to be included in the final "draft" plan document to be prepared by the
Consultant.
Task 4.2. Prepare the Preliminary Draft of the Strategic Plan for Review. Based on
the outcome of the above meeting, the first draft of the plan will be prepared by the
Consultant.
Task 4.3. Library Planning Committee Comment on the Draft. The Library will
review the initial draft and will develop suggestions for additions and modifications that
will be submitted to the Consultant. After reasonable time for review, the Consultant will
meet in person with the Library to go over all proposed changes- Following that review,
the Consultant will prepare a second draft incorporating this input.
Task 4.4. Hold a "Town Hall' Meeting. We suggest that a Town Hall meeting take
place prior to finalizing the plan document- This provides an opportunity for the
community to leam, first hand, how their input has been translated into the plan and to
comment. It allows for community clarification and education to ensure a final plan that
will receive the support of the community.
Task 4.5. Final Opportunity for the Committee to Review the Draft Plan. Following
the Town Hall meeting, the planning committee will then be given another opportunity to
review the draft plan. They will communicate any additional changes in writing to the
Consultant who will create a "final draft"the plan.
Task 4.6. Present the Final Draft Plan to the Library and City Council. Laura
Isenstein will return to present the final draft of Strategic Plan to the Full Library Staff,
Advisory Board and Foundation, and to City elected officials and others to be determined
by the Library. The Plan will not become final until these groups have had an
opportunity to provide any final recommended changes; any changes are made by the
Consultant; and the appropriate authority officially adopts/accepts the Plan.
Phase 4
Staff Involved: Full Consultant Team
Roles: Prepare all documents for review by Library Planning Team, prepare
and distribute notes from retreat session, prepare all drafts Comprehensive
Strategic Plan for review and revision by the Library and others as identified
above- Facilitate the Library Planning Team retreat and the Town Hall
meeting presenting initial revised Plan, make further revisions to Plan as
directed by Library for final review.
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Cottonwood, AZ
Revised February 20, 2008
Timeline: Approximately six to eight weeks
Deliverables:
• One paper and one electronic copy of preliminary draft of the Strategic
Plan
• Summary of Planning Team's retreat work
• Summary of the Town Hall meeting comments for use by Library
• One paper and one electronic copy of the revised draft based on Library
input following Town Hall meeting
• Five paper and one electronic copy of the Final Plan.
Library Tasks/Responsibilities:
• Schedule and arrange for onsite retreat and Town Hall Meeting for
Phase 5 including identifying and securing venue, publicizing Town Hall
Meeting and inviting local participants, set-up of venue including
necessary presentation tools and technologies as requested by
consultants, arranging for refreshments and food, issue invitations, etc.
• Respond to all requests for information and feedback related to review of
draft Plan, etc. in format requested and within Consultant established
deadline.
The scheduling or time line of all phases and tasks is approximate
depending on the receipt of a signed contract. Several of the tasks may
overlap to maximize the onsite time of each of the consultants.
PROPOSED TIMETABLE AND/OR SCHEDULE.
Phase 1: Project Orientation, Gathering/Assessing Current and Review of
Past Library Performance (Input and output measures, geo-
coding of library users, previous planning results, etc.)
Signed Contract—April 15, 2008
Phase 2: Identification and Analysis of the Community Needs, Expectations
and Priorities (Focus Groups, Stakeholder Interviews,
Prioritization of Services, etc.)
April 18—May 18, 2008
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City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
Phase 3: Developing the Library's Plan of Service for the next five years
(Mission, Vision, Core Values, Operations, Goals & Objectives,
and Implementation)
May 16 —July 18, 2008
Phase 4: Drafting the Strategic plan
July 18—August 29, 2008
BRIEF RESUMES OF CONSULTANT TEAM
LAURA J. ISENSTEIN
PROVIDENCE Associates LLC
1530 East Elm Street
Cottonwood, AZ 86326
Office 928.649.0791 Cell 210.274.9959 Fax 928.649.3325
Iiisenstn(dWol,com
www.librarybuildinpconsu Itants.com
CURRENT POSITION—PRESIDENT AND PRINCIPAL CONSULTANT
As of May 1, 2006 Ms. Isenstein became the owner of PROVIDENCE Associates after
having worked full time for four years as Associate Principal Consultant For PROVIDENCE
Ms. Isenstein has managed facilities needs assessment and planning projects for a number
of public libraries large and small.
SUMMARY OF EXPERIENCE
PROVIDENCE Associates LLC Library Planners Consultants 2003-
• Owner and Principal, 2006—
• Ten-Year Library Services and Systems Plan, Deschutes Public Library System (OR),
2007
• Ten-Year Services and Facility Master Plan, Cedar Park Public Library, (TX), 2007
• Building Program Statement and Programming for 7facilities, Rangeview Library
District(CO), 2007
• Library Master Plan, St. Mary's County Library(MD), 2007
• Library Master Plan, Banning Library District, (CA), 2007
• Plan for Serving the Virtual Customer, Lycoming County District Library(PA), 2007
• Library Building Programming and Plans Review, Yuma County Library District(AZ),
2007
• Facilities Needs Assessment, Sedona Public Library(AZ), 2006
• Library Master Plan, Elbert County Library District(CO), 2006
• Facilities Needs Assessment, Beaumont Library District(CA), 2006
• Strategic Plan, Saint Paul Public Library(MN), 2006
• Strategic Plan, Enoch Pratt Free Library(MD), 2005
Page 16
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
• Facilities Master Plan, Howard County Library(MD), 2004
• Delaware State Library, Public Library Facilities Study, Dover DE, 2004
• Transforming Libraries for 21• Century Learning, Services&Facility Plan, Taipei
American School, Taiwan 2004
• Renovation of the Main Library of the Gadsden Public Library, Gadsden, AL 2003
Director and Chief Executive OffIcer of the San Antonia Public Library System, 2000-2003
• Oversaw the operations of a 250,000 SF Central Library and 19 branch libraries.
• Responsible to an 11-member governing and policy-making Board of Library
Trustees
• Prepared and managed a$20 million operating budget and $14 million capital budget
• Oversaw the design, programming and construction of four branch libraries(one of
which was a"green" building) and the renovation and expansion of two existing
branch libraries
• Requested and received city funding to conduct a bilingual community survey
assessment of users and non-users and implement a strategic planning process
• Secured public funding adding 14 full-time Technology Assistants in 14 locations and
expanding hours at nine branch libraries located in economically disadvantaged
communities
• Retired in August, 2003
Director, Public Library of Des Moines, 1995-2000
• Oversaw a $4 million operating budget and a$1.3 million capital budget
• Initiated and implemented a three-year strategic plan, including a random community
telephone survey, set priorities, goals and objectives for delivery of public service in
six facilities
• Instituted a facilities needs assessment study resulting in a five-year facilities
improvement program that recommended a new Central Library building (opened in
April, 2006), the renovation/expansion of five existing buildings(completed 2007) and
planning for one new branch library
• Transformed the Library's Friends organization into a Library Foundation that raised
over$200,000 in its first full year of operation and secured capital campaign pledges
of over$16 million for the construction of the$32 million, 110,000 SF Central Library
and renovations of existing libraries
• Graduate of Leadership Des Moines
EDUCATION
University of Michigan, BA and MLS
Harvard University, Graduate School of Design, Office of Executive Education—
The Planning and Design of Public Libraries
Indiana University, School of Philanthropy--Fundraising for Public Libraries
Page 17
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
JAMES B. ALSIP
Associate Consultant
1530 East Elm Street
Cottonwood, AZ 86326
928-649-0791
cwoodjim@aol.com
SUMMARY OF EXPERIENCE
Library Director
Grace A. Dow Memorial Library, Midland, MI
Manager, Management& Government Information Library 1994-1996
Prince William County Library, Prince William, VA
Assistant Branch Manager
Baltimore County Public Library, Baltimore, MD
CURRENT POSITION
Secretary/Treasurer, PROVIDENCE Associates LLC, 2006+
Associate Consultant, PROVIDENCE Associates, Cottonwood, AZ office, 2003 +,
Selected List of Consulting Clients
• Howard County Library, Columbia, MD
• Parsippany Troy Hills Library, Parsippany, NJ
• Saint Paul Public Library, Saint Paul, MN
• King County Public Library; Seattle,WA
• District of Columbia Public Library;Washington, DC
• Columbus Metropolitan Public Library; Columbus, OH
• Fairfax County Public Library; Fairfax, VA
• Prince William County Public Library; Prince William,VA
• Kent County Public Library; Grand Rapids, MI
• Jacksonville Public Library; Jacksonville, FL
PROFESSIONAL ACTIVITIES
Consulting and Training Development
• Developed customer service training programs to improve staff delivery of service
• Conducted secret shopper surveys to evaluate service level of employees
• Facilitated focus groups, meetings and programs
• Directed agency's strategic planning efforts
• Developed and directed technology planning programs
Management and Administration
• Directed a public library with budget of$3M+and staff of 60
• Managed and assessed effectiveness of facilities
• Assisted in planning construction and renovation of facilities
Page 18
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
Worked with government and community officials to assess programs and services
EDUCATIONAL
Emory University-Master of Library Services.
Texas Christian University- Bachelor of Arts.
Carol French Johnson
724 Westwood Drive
Cedar Falls, IA 50613
319268.0948: cell 319.290.8864
carol-frenchlohrisori(@.g�maii.com
Summary of Experience
Library Director retired 1982-2006
Cedar Falls&Waterloo Public Libraries, Iowa
• Oversaw operations of two separate public libraries located in contiguous towns
• Prepared and managed separate budgets for both facilities
• Planned and implemented reorganization of staff resulting in fiscal and efficiency benefits
• Led a successful capital campaign for construction of a new Cedar Falls Public Library
• Oversaw the design and construction of a hew building in Cedar Falls
• Instituted a facilities improvement program at the Waterloo Library to integrate technology
and programming upgrades
• Led two successful public referendums in Cedar Falls: a building referendum and a tax
support levy
Coordinator, Governor's Conference on Libraries and Information Services, North Carolina State
Library, Raleigh, NC
Interlibrary Loan Librarian, North Carolina State University Library, Raleigh, NC
Project Director, Council on Aging project, Haywood County, NC
Public Library Consultant, Florida State Library, Tallahassee, FL
Florida State Library Special Assignment project, Miami Public Library, Miami, FL
Reference and Interlibrary Loan Librarian, Florida State University Library, Tallahassee, FL
Professional Activities
President, Iowa Library Association
Chapter Councilor, American Library Association
Library Advocacy Now! Presenter
Delegate to White House Conference on Libraries and Information Services, 1991
Page 19
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
Developed and presented programs for librarians and Trustees on personnel management,
advocacy, intellectual freedom, public library administration
Served on Advisory Council for the University of Iowa, School of Library and Information
Science
Chair, National Library Advisory Board, member, President's Advisory Council, Wartburg
College,Waverly, Iowa
Education
Florida State University, BA and MLS
LINDA K. MILLER
Information Technology Consultant
915 Lundvall Rockford, IL 61107
Voice 815.229.8215 Cell 815.871.6307 Fax 815229.5362
linda@lmatechwork.com
SUMMARY OF EXPERIENCE
From 1989 to 1994, as a ConsultantlManagement Information Specialist for the State of
Wisconsin, Department of Public Instruction, Division for Library Services, Ms. Miller provided
consulting and support services in selection, installation, and use of information technology, as
well as, design and implement training and support programs in information technology. She
served on the management team for the statewide database and catalog containing over 5M
records and 25M holdings. Linda was responsible for design, development and support of MARC
conversion software and documentation, and management of the local area network at the state
reference library. Services were provided to over 1,000 individual libraries.
As a Consultant for the Arrowhead Library System, Janesville,Wisconsin (1986-1989), Ms.
Miller advised staff in 22 libraries, including public, academic, school, and special libraries, in
information technology, administration, and resource sharing. She developed programs and
wrote successful grants for funding. Ms. Miller developed and administered a retrospective
conversion project for over 59 libraries of all types, and automated systems for resource sharing.
From 1984 to 1986, at the Beloit Memorial Hospital, Beloit, Wisconsin, as Hospital Librarian,
she established the first library and implemented services for hospital, medical, and nursing
staffs. She also planned and implemented on-line reference services.
As Director at the Blue Island Public Library, Blue Island, Illinois, (1980-1983), Ms. Miller was
responsible for administration of the library, including planning and implementing the budget,
hiring and supervising staff, and planning and implementation of the expansion and use of
automation of library services, Including on-line circulation and office automation.
Page120
City of Palm Springs, CA
Request for Proposals#D7-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
CURRENT POSITION
Ms. Miller is Owner of and Principal Consultant for LMA Techwork, located in Rockford,
Illinois. Her firm provides consulting, project management, and support services in information
technology. Examples of services provided include: develop technology plans; develop
technology designs and specifications for new and remodeled facilities; design local and wide
area networks; advise on the selection and implementation of integrated library systems for
individual libraries and library consortia; write Request for Proposals; evaluate vendor proposals
and negotiate vendor contracts; supervise a staff of network engineers and specialists who install
and manage information technology systems; manage multi-year technology projects;write
successful grants for technology projects.
Her work with PROVIDENCE Associates includes building projects for the Missouri River
Regional Library, the Boise Public Library, a branch library for the Saint Paul(MN) Public Library,
and the new Frisco (TX) Public Library. Planning studies have included the Cleveland Public
Library, Delaware Division of Libraries, Howard County (MD) Library, Loveland (CO) Public
Library, and the McKinney (TX) Public Library. Linda was on the PROVIDENCE team for the
strategic plan for the Saint Paul (MN) Public Library. She has worked with PROVIDENCE on a
new 87,000 SF facility for Loyola Marymount University in Los Angeles and she is currently
working with PROVIDENCE on the programming for the Tennessee State Library and archives
which addresses needs for archival collections, automated storage and retrieval systems, and
adaptive technologies for special needs customers in a 200,000 SF facility.
EDUCATION
University of Illinois, Urbana-Champaign, MLS
Western Illinois University, BA
ADDITIONAL DOCUMENTATION
Sample Mapping of Library Customers
Page121
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
ADDITIONAL DOCUMENTATION
Sample Mapping of Library Customers
Howard County-Sample of Miller Branch Use
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Page 22
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood,AZ
Revised February 20, 2008
Sample Demographic Profile
Demographic ProRle Report -age 1 of 3
Beaumont,CA!Beaumont Ave&14th St OK505
She located at 33.9471.116,9764
Population Households
2010 Projection 17,003 2010 Projection 5,960
2005 Estimate 14,953 2CO5 Estimate 5,222
2000 Census 12,844 2000 Census 4,466
1990 Census 11,552 1590 Census 4,246
"A Change 2005-2010 13.7% %Change 2005-2010 14.1%
%Change 2e09.2005 1G 5% %Change 20OD-2005 16.9%
;6 Change 1990-2000 10.2% %Change 1990-2000 52$:
Population by Age
a 5 yrs 1.156 7.796 Population by Age
5.9 yrs i,136 7,6%
10-14 yrs 120T 8.6%
15.24 yr. 2,381 15.9% e5
25-34 y15 2,078 13.9%
35.44 yrs 2,133 14.2% 5-9
45-54 yrs 1,030 122%
55.64 yrs 1,199 8.6% W-14
65-74 ym 071 5.8%
75-84 Yrs GOT 4.1%
85,yrs 281 1 9% 15`4
Median Age 33.1
2}S4
Male Pvpulatioa by Ape 7,267
,5yrs 578 a G% 35�4
5-9 yrs 579 8.0%
10-14yrs 641 aG% 45S4
15-24 Yrs 1,169 16.1%
25-34 yrs 1,051 14.5%
35-44 yrs 1,050 14.4% SS64
45-54 ym 915 12.6%
55.64= 573 7.9% W4
65-74 yrs 383 5 3%
75-84 yrs 231 3.2% 7584
as,yrs 96 1.41A
Median Age,dales 32.1 85
percale Population by Ape 7,091
e 5yrs 578 75% 0% SF 10% 15%
5-9Yet 558 7.264
10-14 yrs 647 0.4%
15-24 yrs 1,212 15.8% RjoelEtholclry
25-34 Yrs 1,027 13A% White 11.328 75,7%
35-44 yrs 1,083 14.1% 513cic 379 2.5%
45-54 yrs 915 11.9% Asia/PI 304 2.0%
55.64 yrs 625 0.1% American Endlan 206 1,4%
65-74 ym 468 6.3% Other Raw 15 0-1%
75-84 YM 37G 4.9% Muluple Races 2,724 18,2%
85t yrs 182 2.4%
Median Age,Females 33.9 Hispanic Origin 5,689 38.0%
Page 123
City of Palm Springs, CA
Request for Proposals#07-08
Library Strategic Planning Services
Submitted by PROVIDENCE Associates LLC
Cottonwood, AZ
Revised February 20, 2008
Demographic Profile Report Page 2 or3
Beaumont,CA:Beaumont Ave&14th St osprAs
She located 2t 33,9471,116,9764
Total Aggregate Income(SMII) 6266 Per CapiIn Income 517.801
Households By Income Households by Disposable Income
c s10,oc9 535 10.2% c STo,000 613 11.7%
$10,000-SUA9 506 97% S10,1100.514,999 489 9.4%
515,000.619,599 437 11.4% 515,900-519,999 48S 9.3%
520,000-524,999 419 8.0% 520,000-$24.999 501 9.6%
525,000.629.999 387 7 4% 525,000-$29,990 450 8.8%
530,0DO-S34.999 335 6.405 530,080-534,999 364 70%
S3_F,000.539,999 2711 5 39i 535,000-s39,999 346 6.6%
540,ODD-549,999 496 9.5% s40,c0a-54%gog 578 11 1%
$5010g0-$FA999 418 8.0% 650,coo-s59,999 466 8.9k
$60,000.574,959 509 9 851 560,000.574,999 461 3.8%
575,0DO-599,999 477 9.1% 675,000-599,999 307 69%
5100,000-5124,999 241 4.6% 5100,000-5124,999 87 1.7%
5125,000.8149,999 94 1.8% SV5,000-5749,999 26 0.5%
5150,090-s199,999 47 0.9% 6150,000-5199.959 15 0.3%
5200,000•5249,999 11 02% S20D,00D-S249,999 5 0.1%
$250,900— 33 0.6% $250,000+ 28 05%
Aggfegate Hshld Incase(SMil) 5259 Aggre0ate 6isp.Income(SKI) 5209
Average Household Income 549,668 Average Disposable Income $40,031
Median hwsehold Income 535,130 Median DI5pp nle Income 530,977
Average Family Income $59,503 Average Non-family Income 525,095
Median Family Income 541,847 Median Non-family Income $22,352
Households by Income
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Page124
PROVIDENCE Associates LLC
COST PROPOSAL FOR PALM SPRINGS PUBLIC LIBRARY STRATEGIC PLAN
Revised 2-20-08
The total project cost including Professional Fees, Travel and Clerical and Communications is not to
exceed $57,000, Any additional services not identified in the revised proposal document will be at a rate of
$115 per hour plus reimbursables at cost. The Palm Springs Public Library has the option to add a bilingual
(English and Spanish) Community Telephone Survey as described below. The cost for an optional bilingual
community telephone survey, if selected, will not exceed $15,600.
Design and Execute a Bilingual Community Telephone Survey. Based on previous experience, we
anticipate that this survey will receive a significant response from library users; however a primary reason for
conducting the survey is to ensure that residents of the city of Palm Springs who do not actively use the library
(non-users) have an opportunity to participate in the planning process. This is important for two reasons_ First,
as these individuals are taxpayers, they have a stake in the library. Second, this group has the potential of
becoming part of the library's customer base. Determining what services are needed to attract their"business"
is an important part of the process. The consultants suggest that 400 completed surveys will be needed in
order to reach the confidence level of plus or minus five percent. PROVIDENCE will work with both the library
and the Survey Research Center(SRC) at the University of North Texas in the drafting of the survey questions
and the review of the pre-test of the survey and any changes in the questions that may result from the pre-test-
We have worked with SRC on many similar studies over the past several years and respect their expertise.
The telephone survey includes:
• Library input into survey instrument design
• Possible translation of the survey instrument into one other language
• SRC's drawing a random digit dialing (RDD) sample for residents of the Palm Springs Library service area
• Conducting the survey in English and Spanish
Signed:
Laura J. Isenstein, Principal
Date: - � �>
EXHIBIT "B"
INSURANCE PROVISIONS
Including
Verification of Coverage,
Sufficiency of Insurers,
Errors and Omissions Coverage,
Minimum Scope of Insurance,
Deductibles and Self-hisured Retentions, and
Severability of Interests (Separation of Insureds)
Revised:3123107
5076392
Insurance
Consultant shall procure and maintain, at its sole cost and expense, and submit
concurrently with its execution of this Agreement, in a form and content satisfactory to the City,
public liability and property damage insurance against all claims for injuries against persons or
damages to property resulting from Consultant's performance under this Agreement Consultant
shall also carry workers' compensation insurance in accordance with California workers'
compensation laws. Such insurance shall be kept in full force and effect during the term of this
Agreement, including any extension thereof, and shall not be cancelable without thirty (30) days
advance written notice to City of any proposed cancellation. Certificates of insurance evidencing
the foregoing and designating the City, its elected officials, officers, employees, agents, and
volunteers as additional named insureds by original endorsement shall be delivered to and
approved by City prior to commencement of services. The procuring of such insurance and the
delivery of policies, certificates, and endorsements evidencing the same shall not be construed as
a limitation of Consultant's obligation to indemnify City, its elected officials, officers, agents,
employees, and volunteers.
A. Minimum Scapa of Insurance. The minimum amount of insurance required
hereunder shall be as follows:
1. Comprehensive general liability and personal injury with limits of at least
one million dollars ($1,000,000.00) combined single limit coverage per occurrence and two
million dollars ($2,000,000) general aggregate;
2. Automobile liability insurance with limits of at least one million dollars
($1,000,000.00)per occurrence;
3. Professional liability (*Waived) (errors and omissions) insurance with
limits of at least one million dollars ($1,000,000.00) per occurrence and two million dollars
($2,000,000) annual aggregate and,
4. Workers' Compensation insurance in the statutory amount as required by
the State of California and Employer's Liability Insurance with limits of at least one million
dollars $1 million per occurrence. If Consultant has no employees, Consultant shall complete the
City's Request for Waiver of Workers' Compensation Insurance Requirement fonn.
For any claims related to this Agreement, Consultant's insurance coverage shall be
primary insurance as respects City and its respective elected officials, officers, employees,
agents, and volunteers. Any insurance or self-insurance maintained by City and its respective
elected officials, officers, employees, agents, and volunteers shall be in excess of Consultant's
insurance and shall not contribute with it. For Workers' Compensation and Employer's Liability
Insurance only, the insurer shall waive all rights of subrogation and contribution it may have
against City, its elected officials, officers, employees, agents, and volunteers.
B. Errors and Omissions Coverage. (*Waived) If Consultant provides claims
made professional liability insurance, Consultant shall also agree in writing either(1) to purchase
tail insurance in the amount required by this Agreement to cover claims made within three years
1 r 507659.2 Revised:3123107
of the completion of Consultant's services under this Agreement, or (2) to maintain professional
liability insurance coverage with the same carrier, or equivalent coverage with another company,
in the amount required by this Agreement for at least three years after completion of
Consultant's services under this Agreement_ Consultant shall also be required to provide
evidence to City of the purchase of the required tail insurance or continuation of the professional
liability policy.
C. Sufficiency_of Insurers. Insurance required herein shall be provided by
authorized insurers in good standing with the State of California. Coverage shall be provided by
insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class VII, or
better, unless otherwise acceptable to the City.
D. Verification of Coverage. Consultant shall furnish City with both certificates of
insurance and endorsements, including additional insured endorsements, effecting all of the
coverages required by this Agreement. The certificates and endorsements are to be signed by a
person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be
received and approved by the City before work commences. City reserves the right to require
Consultant's insurers to provide complete, certified copies of all required insurance policies at
any time. Additional insured endorsements are not required for Errors and Omissions and
Workers' Compensation policies.
Verification of Insurance coverage may be provided by: (1) an approved General and/or
Auto Liability Endorsement Donn for the City of Palm Springs or(2) an acceptable Certificate of
Liability Insurance Coverage with an approved Additional Insured Endorsement with the
following endorsements stated on the certificate-
1. "The City of Palm Springs, its officials, employees, and agents are named as an
additional insured... " ("as respects City of Palm Springs Contract Na" or 'far any and all
work-performed with the City"may be included in this statement).
2. "This insurance is primary and non-contributory over any insurance or self-
insurance the City may have..." ("as respects City of Palm Springs Contract No, or 'for any
and all work performed with the City" may be included in this statement).
3. "Should any of the above described policies be canceled before the expiration
date thereof, the issuing company will mail 30 days written notice to the Certificate Holder
named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose
no obligation or liability of any kind upon the company, its agents or representative" is not
acceptable and must be crossed out.
4. Both the Workers' Compensation and Employers' Liability policies shall contain
the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees,
agents, and volunteers.
In addition to the endorsements listed above, the City of Palm Springs shall be named the
certificate holder on the policies.
13 Revised:3123/07
507G39 2
All certificates of insurance and endorsements are to be received and approved by the City
before work commences. All certificates of insurance must be authorized by a person with
authority to bind coverage, whether that is the authorized agent/broker or insurance underwriter.
Failure to obtain the required documents prior to the commencement of work shall not waive the
Consultant's obligation to provide them.
E. Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City prior to commencing any work or
services under this Agreement. At the option of the City, either the insurer shall reduce or
eliminate such deductibles or self-insured retentions as respects the City, its elected officials,
officers, employees, agents, and volunteers; or, Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, and defense expenses.
Certificates of Insurance must include evidence of the amount of any deductible or Self-insured
retention under the policy. Consultant guarantees payment of all deductibles and self-insured
retentions.
F. Severability of Interests (Separation of Insureds). This insurance applies
separately to each insured against whom claim is made or suit is brought except with respect to
the limits of the insurer's liability.
tq Revised:3/23/07
507639.2
t
of PALM sA CITY OF PALM SPRINGS, CA
REQUEST FOR PROPOSALS # 07-08
V �
LIBRARY STRATEGIC PLANNING SERVICES
c9lrrcaK�P
I. BACKGROUND INFORMATION AND GENERAL DESCRIPTION
Palm Springs lies on the western edge of the Coachella Valley in central Riverside County
approximately 107 miles east of Los Angeles. It is within the ecological area known as the
Colorado Desert and is 487 feet above sea level. Rising behind the downtown is the impressive
Mt. San Jacinto, elevation 10,831 feet. Palm Springs covers a geographical area of 96 square
miles with well-established neighborhoods. Recently there has been a fascination with mid-
century modern architecture - something Palm Springs is proud to have as part of its mix of
eclectic design styles.
Because it is only a two-hour drive from Los Angeles, Orange and San Diego counties, there
are a large number of second homes in Palm Springs. The permanent population is 45,731 as
of January 2005, with another 27,000 people living in the City in the winter, bringing the total
population to almost 73,000 residents during the winter season. Recent estimates for build out
and resident permanent population for Palm Springs is 70,000 around the year 2020.
The demographics of Palm Springs have changed over the years. While still a tourist
destination, the resident base has changed from predominantly wealthy and retired Caucasians
to middle and low income residents, with a median household income of $44,678. The
demographics as of 2007/2008 are: ("source, 2007 wheeler's, note: numbers may not add up due to
independent rounding)
--White —78.3%
--Hispanic—23.7%
--African American --3.9%
--Asian —3.8%
--Children under the age of 19— 18.7%
--Seniors over the age of 65 —26.2%
--Average age--46.9
--Family households —46.1%
--Non-family households—53.9%
--Gay population (*estimate) —40%
Since the first permanent public library was opened in 1939 on historic Palm Canyon Drive, the
library building has been a much loved point of pride for the City. As the City grew, the library
system grew, and in the late 1980s there were four library facilities. By 1992 all branches were
closed because of the state's fiscal crisis, leaving the current Library Center building as the
City's only library building.
The 30,000 sq. ft. Library Center opened in 1975. The primary architect was William Cody,
considered one of the southwest's leading architects. While Cody died soon after the project
began, his associate, Patrick Sheehy, completed the design which included sixty-degree sloping
walls, a floating ceiling, clerestory windows, and initially, a fountain in the center of the building.
The fountain was converted to a fish pond some years after the building opened. A small
periodical room expansion and new entrance in 1994 added 2500 sq. ft., while retaining the
architectural style and vision of William Cody_
1
The Library site is on the northwest corner of Sunrise Park which also contains the Boys and
Girls Club, the Mizell Senior Center, a skate park, the City Parks pavilion, swim center and
offices, as well as a minor league baseball stadium. The Palm Springs High School is one block
away from the park. The park attracts many homeless people since there is a small building
next to the Library at which the homeless are fed breakfast and lunch by local nonprofit
organizations. Thus families tend to be leery of using the park itself because of the large
number of transients who gather there. The Library's architecture also contributes to homeless
issues because people sleep on the large window ledges, and climb the slanted walls and camp
on the flat roof.
The Palm Springs Library has a FY '07-'08 operating budget of $2,941,425. With the exception
of two literacy grants totaling $28,000, state PLF (Public Library Funds) funds of $17,866, state
TBR (Transaction Based Reimbursement) funds of$23,984, the entire budget is part of the City
of Palm Springs' General Fund. The Library also has an active nonprofit Friends of the Library
group that, through memberships and book sales, has a corpus of approximately $500,000.
There is also a separate Trust Fund for bequests and endowments that began in the late 1930s.
This Fund is managed by the City, but the Library Board of Trustees has spending authority.
Currently there is approximately $3,384,552 in this fund. The Trust Fund's purpose is to act as
base funding for a library renovation and possible expansion project_
The Library is a department within the City of Palm Springs. The City Council appoints the five
member administrative Board of Trustees who operate under the Education Code of the State of
California. The Board of Trustees and the City Manager appoint the Director of Library
Services/City Librarian.
Operating statistics from Fiscal Year 2007-2008 for the Library Center are as follows:
➢ Staff— 11 MLS librarians, plus 16 nonprofessional = 27 FTE
➢ Total collection — 155,109
➢ Total books— 127,645
--Children's —29,198
--Young adult—3,229
➢ Media:
DVDs—5,678
Music CDs-- 5,197
Videos —2,939 ("no longer growing this collection; phasing out completely)
Audiobooks (CD and tape)—2,328
➢ Spanish language collection — 3,867
➢ Annual program attendance all ages—4,591
➢ Total patron visits —282,207
➢ Total circulation —379,980
➢ Total hours open per week- 55
The current Director of Library Services/City Librarian took office in August of 2003. Within the
first four months a strategic planning process, following the Public Library Association's (PLA)
Planning for Results method, was begun to provide a measurable plan of action for the next five
years. Two meetings were held with community leaders from all walks of life--business,
cultural institutions, education, religion, City government, medicine, transportation, tourism, and
banking.
The resulting Strategic Services Plan 2004-2009 stresses those services that the community
members felt were most important to the citizens of, and visitors to, Palm Springs. The Plan
also incorporates staff and Library Board input. Since 2005, the library has been emphasizing
the following areas from the PLA list of service responses for public libraries:
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Y Current Topics and Titles — fulfilling community residents' appetite for information about
cultural and social trends and their desire for satisfying recreational experiences.
Y Basic Literacy--addressing the need to read and to perform other essential daily tasks.
Information Literacy — addressing the need for skills related to finding, evaluating, and
using information effectively.
Y Commons — providing an environment that helps address the need of people to meet
and interact with others in their community and to participate in public discourse about
community issues.
Cultural Awareness — helping satisfy the desire of community residents to gain an
understanding of their own cultural heritage and the cultural heritage of others.
`r Local History — addressing the desire of community residents to know and better
understand the heritage of Palm Springs.
The new strategic plan must focus on the current reality of the City's make-up in order to make
sure the service responses meet the needs of this very diverse community.
If. PURPOSE
The purpose of this RFP is to select a consultant/consulting firm experienced in guiding and
facilitating library strategic planning processes and writing 3-5 year library strategic services
plans for cities of similar size, using the Public Library Association's planning for results
process, for the City of Palm Springs Library_
III. SCHEDULE
Notice for Request for Proposals posted and issued ...................................... December 3, 2007
Deadline for receipt of Questions........................ THURSDAY, JANUARY 3, 2008, 2:00 P.M.
Deadline for receipt of Proposals....................... THURSDAY, JANUARY 10, 2008, 2:00 P.M.
Short List/ Interviews (if desired by City)...................................................mid-late January 2008
Contract awarded by City Council...................................... to be determined
IV. SCOPE OF WORK
The City of Palm Springs/Palm Springs Public Library is seeking a consultant/consulting firm
experienced in guiding and facilitating library strategic planning processes and writing 3-5 year
library strategic services plans for cities of similar size, using the Public Library Association's
planning for results process. The successful consultant/consulting firm will have access to
copies of the current strategic plan, a 2005 library building feasibility study, a 2007 citizen
survey for a potential capital bond election, and any other requested documents that are
available.
Issues Facing the Library Today:
• Who are the users of library services in Palm Springs?
• What are the causes of declining use of Library databases and the overall Library
information function?
• Does the transient and tourist nature of the City preclude the need for a collection of
depth?
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• Would City be better served with several small boutique libraries scattered throughout
the community rather than one large library?
• What should the future direction of library services in Palm Springs be?
Tasks to be performed and Services Expected:
1. Assist Library in conducting a Customer Satisfaction Survey in conjunction with community
stakeholder focus groups. Type of survey/statistical methods to be used must be stated and
described.
2. Integrate current demographic data with the survey and focus group results to better define
the average Palm Springs Library user and the target groups for services.
3. Include broad participation of the public, staff, library administration, Board of Library
Trustees, Friends of the Library Board and members, Palm Springs City Council members, City
Manager's office, and partner agencies of the Library.
4. Conduct a SWAT analysis-
5- Work with the Library to revitalize the Library's mission and vision and ensure that any
resulting plan is compatible with the City Council's goals for the City.
6. Complete a strategic plan that identifies most appropriate services and major goals for the
next 3-5 years with objectives and activities to achieve those goals. Measurements and a
timeline for achieving the goals should also be included.
7. Provide a description of deliverables for this project along with project timeline.
V, PROPOSAL REQUIREMENTS
The Consultant's proposal should describe the methodology to be used to accomplish each of
the project tasks and services expected as defined in the Scope of Work. The proposal should
also describe the work that shall be necessary to satisfactorily complete the tasks and service
requirements.
Please note that this Request for Proposal cannot identify each specific, individual task
required to successfully and completely implement this project. The City of Palm Springs
relies on the professionalism and competence of the Proposing Consultant/Firm to be
knowledgeable of the general areas identified in the Scope of Work and of adequate
competence to include in its proposal all required tasks and subtasks, personnel
commitments, man hours, direct and indirect costs, etc. The City of Palm Springs will not
approve addenda to the Consultant's agreement which do not involve a substantial
change from the general Scope of Work identified in this Request for Proposal.
The following criteria shall be observed:
❑ The submittal should not exceed 30 pages, double sided (8Yz" by 11"), including an
organization chart, staff resumes and appendices, and cover letter. Dividers,
Attachment "A" and Addenda acknowledgments do NOT count toward the 30 page limit.
❑ Six (6) original proposals are required. Facsimile (fax), email or other electronically
transmitted proposals will not be accepted.
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❑ Responses to this Request for Proposal shall be organized into four categories as
follows:
1. Information on the Firm. In this section the respondent should address the size of the
firm, the number of years in business, the availability of the firm to perform the tasks and
services requested, and the history of the firm with any sub-consultants who will be
proposed to be used for this project.
2, Key Personnel. Provide a brief resume for each of the key persons proposed to work
on this project. Credentials of corporate executives or firm principals are not necessary
or desired unless these individuals will play an active role in the proposed project. Any
key sub-consultants proposed should be identified, and information on their respective
role in the project shall be included.
3. Past Experience/References. In this section, the respondent should list no more than
five (5) previous projects to be used as references. The projects listed should
demonstrate specific experience with conducting surveys and developing strategic plans
for other PUBLIC libraries as well as understanding and experience with the American
Library Association's Planning for Results program. A contact name and current phone
number for each reference shall be provided.
4. Understanding of Scope of Work and Work Proposal. In this section, proposers are
requested to demonstrate their understanding of the tasks and services requested in the
Scope of Work, and provide their Work Proposal to accomplish the tasks, including a
timeline. COST shall NOT be mentioned or included anywhere in this section.
The prospective Consultant shall designate, by name, the project manager to be
employed. Substitution of the project manager by the selected consultant will not be
allowed without prior approval by the City of Palm Springs.
C] All proposals must be received in the City of Palm Springs, Division of Procurement and
Contracting by 2:00 P.M., LOCAL TIME, THURSDAY, JANUARY 10, 2008. Proof of
receipt before the deadline is a City of Palm Springs, Division of Procurement and
Contracting date stamp. It is the responsibility of the Proposer to see that any proposal
sent through the mail shall have sufficient time to be received by the Procurement Office
prior to the proposal due date and time. Late proposals will be returned to the Proposer
unopened. Proposals shall be clearly marked and identified and must be submitted to:
City of Palm Springs
Division of Procurement and Contracting
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Attn: Craig Gladders, C.P.M., Procurement& Contracting Manager
QUESTIONS: Proposers are specifically directed NOT to contact any city employee,
commission member, committee member, council member, or other agency employee or
associate for any purpose related to this RFP other than as directed below. Contact
with anyone other than as directed below may be cause for rejection of a proposal.
Any questions, technical or otherwise, pertaining to this Request for Proposal must be
submitted IN WRITING and directed ONLY to:
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Craig Gladders, C.P.M.
Procurement & Contracting Manager
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
via FAX (760) 323-8238
or via EMAIL: Craig.Gladders(a7palmsprings-ca.gov
Interpretations or clarifications considered necessary in response to such questions will
be resolved by the issuance of formal Addenda to the RFP. The deadline for all
questions is 2:00 P.M. Local Time Thursday, JanuarV 3 2006 7 days prior to the
due date of proposals. Questions received after this date and time may not be
answered. Only questions that have been resolved by formal written Addenda via the
Division of Procurement and Contracting will be binding. Oral and other interpretations
or clarifications will be without legal or contractual effect.
❑ Each proposal must include two sealed envelopes.
Envelope #7, clearly marked "Work Proposal," shall include the following items:
• Information on the firm, Key personnel, past experience/references and Work
Proposal and schedule, as described above and as related to the Scope of Work.
• Signature authorization (see Attachment A);
• Signed acknowledgments of Addenda ("if any)
• There shall be NO reference to cost anywhere in the "Work Pro osal"
envelope.
Envelope 92, clearly marked "Cost Proposal" shall include the following item:
• Cost proposal — Proposers shall include a detailed cost estimate, identifying all
Professional Fees, Travel costs, Clerical & Communications costs, and any other
"Special" costs. In addition, an hourly rate for any additional services that were
not originally requested in the Scope of Work, but may be added at the discretion
of the City, shall also be included.
Important Note: The successful Proposer will be required to enter into a contractual
agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance
with the standard Professional Services Agreement — Attachment "B" hereto. Please note that
Exhibit A is intentionally not complete in the attached document. The exhibit will be negotiated
with the selected firm and will appear in the final Professional Services Agreement executed
between the parties. Any exceptions to the language contained in the RFP or sample
agreement must be included in the Proposal submitted and clearly defined. Exceptions to the
City's standard boilerplate professional services agreement may be considered in the evaluation
process.
Failure or refusal to enter into an Agreement as herein provided or to conform to any of the
stipulated requirements in connection therewith shall be just cause for an annulment of the
award. If the highest ranked Proposer refuses or fails to execute the Agreement, the City may,
at its sole discretion, enter negotiations with and award the Contract to the second highest
ranked Proposer, and so on.
VI. RESPONSIBILITY OF PROPOSER
All project proposers shall be responsible. If it is found that a proposer is irresponsible (e.g., has
not paid taxes, is not a legal entity, submitted a proposal without an authorized signature,
falsified any information in the proposal package, etc.), the proposal shall be rejected.
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VII. CONSULTANT SELECTION
❑ Each proposal will be reviewed by an evaluation committee to determine if it meets the
proposal requirements. Failure to meet the requirements for the Request for Proposal
may be cause for rejection of the proposal.
❑ The evaluation committee may, at its sole option, ask for interviews or oral presentations
by any proposer(s) participating in this process. Attendance at any such interview will be
at the Proposer's expense.
❑ A final selection of the consultant will be determined following review of all work
proposals, cost proposals and/or formal oral presentations. The evaluation committee
will make a recommendation of the selected consultant for a contract to be awarded by
the City Council.
❑ The selected consultant will work closely with City staff throughout the duration of the
project. A consulting firm will be selected for final negotiation of a contract based upon
the following factors:
• Project Understanding: Degree of understanding of the project and the issues
facing the Library.
• Scope of Work: Proposed work approach to the project, including all tasks and
services defined in the document, including a timeline and availability to perform
the work.
• Firm/Staff Qualifications: Qualifications of the staff assigned to manage and
provide services related to the project; and experience with the American Library
Association's Planning for Results program.
• References: Past experience with surveys and developing strategic plans with
PUBLIC libraries and the tasks outlined in the Scope of Work.
• Cost: A final contract shall be negotiated with the selected consultant on the
basis of the submitted cost proposal and in consideration of reasonable and
mutually agreed project costs and time requirements.
❑ Award of Contract: It is the City's intent to award a single contract to the firm that can
best meet the requirements of the Request for Proposal document. The City reserves the right
to award a contract to multiple firms or a single firm or to make no award, whichever is in the
best interest of the City. It is anticipated that award of the contract will occur at the next regularly
scheduled City Council meeting after the evaluation committee has made its final selection of
the consultant to be recommended for award. The decision of the City Council will be final.
❑ Public Record: Proposer's attention is drawn to the fact that all proposal documents
submitted are subject to the California Code Section 6250 et seq., commonly known as the
Public Records Act. Information contained in the proposals may be made public after the
review process has been completed, negotiations have concluded and a recommendation for
award has been officially agendized for City Council consideration, and/or following award of
contract, if any, by the City Council.
❑ Cost related to Proposal preparation: The City will NOT be responsible for any costs
incurred by any Proposer in the preparation or submittal of their respective proposal.
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❑ Business License: The successful proposer will be required to be licensed in
accordance with the City of Palm Springs Business License Ordinance, Municipal Code Chapter
3.40 through 3.96, entitled "Business Tax".
❑ Proposal informalities or defects: The City of Palm Springs reserves the right to
waive any informality or technical defect in a Proposal and to accept or reject, in whole or in
part, any or all Proposals and to advertise for new Proposals, as best serves the interests of the
City.
❑ Investigations: The City reserves the right to make such investigations as it deems
necessary to determine the ability of the Proposer to perform the Work and the Proposer shall
furnish to the City all such information and data for this purpose as the City may request. The
City reserves the right to reject any Proposal if the evidence submitted by or investigation of
such Proposer fails to satisfy the City that such Proposer is properly qualified to carry out the
obligations of the Contract and to complete the Work contemplated therein.
❑ Signed Proposal and Exceptions: Submission of a signed Proposal will be interpreted
to mean that Propsoser has hereby agreed to all the terms and conditions set forth in all of the
sheets which make up this Request for Proposals, and any attached sample agreement.
Exceptions to any of the language in either the RFP documents or attached sample agreement
must be submitted with the proposal and clearly defined. Exceptions to the City"s RFP
document or standard boilerplate language, terms or conditions may be considered in the
evaluationprocess.
8
ATTACHMENT "A"
RFP 07-08
LIBRARY STRATEGIC PLANNING SERVICES
*NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED WITH YOUR PROPOSAL*
SIGNATURE AUTHORIZATION
NAME OF PROPOSER/FIRM:
A. I hereby certify that I have the authority to offer this proposal to the City of Palm Springs
for the above listed individual or company. I certify that I have the authority to bind
myself/this company in a contract should I be successful in my proposal.
SIGNATURE
PRINT NAME
B. The following information relates to the legal contractor listed above, whether an
individual or a company. Place check marks as appropriate:
1. If successful, the contract language should refer to me/my company as:
_An individual;
A partnership, Partners' names:
_A company;
A corporation
2. My tax identification number is:
ADDENDA ACKNOWLEDGMENT:
Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by
including the acknowledgment with your proposal. Failure to acknowledge the Addenda issued
may result in your proposal being deemed non-responsive.
In the space provided below, please acknowledge receipt of each Addenda:
Addendum(s) # islare hereby acknowledged.
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ATTACHMENT "B"
SAMPLE AGREEMENT
CONSULTING SERVICES AGREEMENT
(identify by inserting consultant name far Library Strategic Planning Services)
THIS AGREEMENT FOR CONSULTING SERVICES (the "Agreement") is made and
entered into this _ day of 2008, by and between the City of Palm Springs, a
California charter city and municipal corporation (`City"), and a
(`Consultant").
RECITALS
A. City requires the services of a professional consultant for Library Strategic
Planning Services (`Project").
B_ Consultant has submitted to City a proposal to provide Library Strategic Planning
Services to City pursuant to the terns of this Agreement-
C. Based on its experience, education, training, and reputation, Consultant is
qualified to provide the necessary services to City for the Project and desires to provide such
services.
D. City desires to retain the services of Consultant for the Project.
NOW, THEREFORE, in consideration of the promises and mutual agreements contained
herein, City agrees to retain and does hereby retain Consultant and Consultant agrees to provide
services to the City as follows:
AGREEMENT
1. CONSULTANT SERVICES
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Consultant shall provide Library Strategic Planning Services to City as described in
the Scope of Services/Work attached to this Agreement as Exhibit "A" and incorporated herein
by reference (the "services" or "work"), which includes the agreed upon schedule of
performance and the schedule of fees. Consultant warrants that all services and work shall be
performed in a competent, professional, and satisfactory manner in accordance with all standards
prevalent in the industry. In the event of any inconsistency between the terms contained in the
Scope of Services/Work and the terms set forth in the main body of this Agreement, the terms set
forth in the main body of this Agreement shall govern.
1.2 Compliance with Law. All services rendered under this Agreement shall be
provided by Consultant in accordance with all applicable federal, state, and local laws, statutes
and ordinances and all lawful orders, rules, and regulations promulgated thereunder.
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1.3 Licenses and Permits. Consultant shall obtain at its sole cost and expense such
licenses, permits, and approvals as may be required by law for the performance of the services
required by this Agreement.
1.4 Familiarity with 'Work. By executing this Agreement, Consultant warrants that
it has carefully considered how the work should be performed and fully understands the
facilities, difficulties, and restrictions attending performance of the work under this Agreement.
2. TIME FOR COMPLETION.
The time for completion of the services to be performed by Consultant is an essential
condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this
Agreement according to the agreed upon schedule of performance set forth in Exhibit "A."
Consultant shall not be accountable for delays in the progress of its work caused by any
condition beyond its control and without the fault or negligence of Consultant. Delays shall not
entitle Consultant to any additional compensation regardless of the party responsible for the
delay.
3. COMPENSATION OF CONSULTANT
3.1 Compensation of Consultant. For the services rendered pursuant to this
Agreement, Consultant shall be compensated and reimbursed, in accordance with the schedule of
fees set forth in Exhibit"A," which total amount shall not exceed $
3.2 Method of Payment. In any month in which Consultant wishes to receive
payment, Consultant shall no later than the first working day of such month, submit to City in the
form approved by City's finance director, an invoice for services rendered prior to the date of the
invoice. Payments shall be based on the hourly rates as set forth in Exhibit "A" for authorized
services performed. City shall pay Consultant :for all expenses stated thereon, which are
approved by City consistent with this Agreement, within thirty (30) days of receipt of
Consultant's invoice.
3.3 Changes. In the event any change or changes in the Scope of Services/Work is
requested by City, the parties hereto shall execute a written amendment to this Agreement,
setting forth with particularity all terms of such amendment, including, but not limited to, any
additional fees. An amendment may be entered into:
A. To provide for revisions or modifications to documents or other work
product or work when documents or other work product or work is required by the enactment or
revision of law subsequent to the preparation of any documents, other work product, or work;
B. To provide for additional services not included in this Agreement or not
customarily furnished in accordance with generally accepted practice in Consultant's profession.
3.4 Appropriations. This Agreement is subject to and contingent upon funds being
appropriated therefore by the City Council of City for each fiscal year covered by the
Agreement. If such appropriations are not made, this Agreement shall automatically terminate
without penalty to City.
4. PERFORMANCE SCHEDULE
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4.1 Time of Essence. Time is of the essence in the performance of this Agreement.
4.2 Schedule of Performance. All services rendered pursuant to this Agreement
shall be performed pursuant to the agreed upon schedule of performance set forth in Exhibit "A."
The extension of any time period must be approved in writing by the Contract Officer.
4.3 Force Maieure. The time for performance of services to be rendered pursuant to
this Agreement may be extended because of any delays due to unforeseeable causes beyond the
control and without the fault or negligence of Consultant, including, but not limited to, acts of
God or of a public enemy, acts of the government, fires, earthquakes, floods, epidemic,
quarantine restrictions, riots, strikes, freight embargoes, and unusually severe weather if
Consultant shall within ten (10) days of the commencement of such condition notify the Contract
Officer who shall thereupon ascertain the facts and the extent of any necessary delay, and extend
the time for performing the services for the period of the enforced delay when and if in the
Contract Officer's judgment such delay is justified, and the Contract Officer's determination
shall be final and conclusive upon the parties to this Agreement.
4.4 Term. Unless earlier tenninated in accordance with Section 9.5 of this
Agreement, this Agreement shall continue in full force and effect for a period of
(weeks/months), commencing on , 200. and ending on
200_,unless extended by mutual written agreement of the parties.
S. COORDINATION OF WORK
5.1 Representative of Consultant. The following principal of Consultant is hereby
designated as being the principal and representative of Consultant authorized to act in its behalf
with respect to the services and work specified herein and make all decisions in connection
therewith: (name), (title). It is expressly understood that the
experience, knowledge, education, capability, and reputation of the foregoing principal is a
substantial inducement fox City to enter into this Agreement. Therefore, the foregoing principal
shall be responsible during the term of this Agreement for directing all activities of Consultant
and devoting sufficient time to personally supervise the services hereunder. The foregoing
principal may not be changed by Consultant without prior written approval of the Contract
Officer.
5.2 Contract Officer. The Contract Officer shall be the City Manager, or his/her
designee. It shall be the Consultant's responsibility to keep the Contract Officer, or his/her
designee, fully informed of the progress of the performance of the services and Consultant shall
refer any decisions that must be made by City to the Contract Officer. Unless otherwise
specified herein, any approval of City required hereunder shall mean the approval of the Contract
Officer.
5.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, education, capability, and reputation of Consultant, its principals and employees,
were a substantial inducement for City to enter into this Agreement. Therefore, Consultant shall
not contract with any other individual or entity to perform in whole or in part the services
required hereunder without the express written approval of City. In addition, neither this
Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of
law, without the prior written approval of City.
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5.4 Independent Contractor. Neither City nor any of its employees shall have any
control over the manner, mode, or means by which Consultant, its agents or employees, perform
the services required herein, except as otherwise set forth. herein. Consultant shall perform all
services required herein as an independent contractor of City and shall not be an employee of
City and shall remain at all times as to City a wholly independent contractor with only such
obligations as are consistent with that role; however, City shall have the right to review
Consultant's work product, result, and advice. Consultant shall not at any time or in any manner
represent that it or any of its agents or employees are agents or employees of City.
5.5 Personnel. Consultant agrees to assign the following individuals to perform the
services set forth herein. Consultant shall not alter the assignment of the following personnel
without the prior written approval of the Contract Officer. Acting through the City Manager, the
City shall have the unrestricted right to order the removal of any personnel assigned by
Consultant by providing written notice to Consultant.
Name: Title:
(to be inserted (to be inserted
6. INSURANCE
Consultant shall procure and maintain, at its sole cost and expense, policies of insurance
as set forth in Exhibit"B,"which is attached hereto and is incorporated herein by reference.
7. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall defend (at Consultant's sole cost
and expense), indemnify, protect, and hold harmless City, its elected officials, officers,
employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any
and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards,
settlements, damages, demands, orders, penalties, and expenses including legal costs and
attorney fees (collectively"Claims"), including but not limited to Claims arising from injuries to
or death of persons (Consultant's employees included), for damage to property, including
property owned by City, from any violation of any federal, state, or local law or ordinance, and
from errors and omissions committed by Consultant, its officers, employees, representatives, and
agents, which Claims arise out of or are related to Consultant's performance under this
Agreement, but excluding such Claims arising from the negligence or willful misconduct of the
City, its elected officials, officers, employees, agents, and volunteers. Under no circumstances
shall the insurance requirements and limits set forth in this Agreement be construed to limit
Consultant's indemnification obligation or other liability hereunder.
8. RECORDS AND REPORTS
8.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer
such reports concerning the performance of the services required by this Agreement as the
Contract Officer shall require.
8.2 Records. Consultant shall keep such books and records as shall be necessary to
properly perform the services required by this Agreement and enable the Contract Officer to
evaluate the performance of such services. The Contract Officer shall have full and free access
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to such books and records at all reasonable times, including the right to inspect, copy, audit, and
make records and transcripts from such records.
8.3 Ownership of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of this Agreement
shall be the property of City and shall be delivered to City upon request of the Contract Officer
or upon the termination of this Agreement, and Consultant shall have no claim for further
employment or additional compensation as a result of the exercise by City of its full rights or
ownership of the documents and materials hereunder. Consultant may retain copies of such
documents for its own use. Consultant shall have an unrestricted right to use the concepts
embodied therein.
8.4 Release of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of services under this
Agreement shall not be released publicly without the prior written approval of the Contract
Officer,
8.5 Cost Records. Consultant shall maintain all books, documents, papers, employee
time sheets, accounting records, and other evidence pertaining to costs incurred while performing
under this Agreement and shall make such materials available at its offices at all reasonable
times during the term of this Agreement and for three (3) years from the date of final payment
for inspection by City and copies thereof shall be promptly famished to City upon request.
9. ENFORCEMENT OF AGREEMENT
9.1 California Law. This Agreement shall be construed and interpreted both as to
validity and to performance of the parties in accordance with the laws of the State of California.
Legal actions concerning any dispute, claim, or matter arising out of or in relation to this
Agreement shall be instituted in the Superior Court of the County of Riverside, State of
California, or any other appropriate court in such county, and Consultant covenants and agrees to
submit to the personal jurisdiction of such court in the event of such action.
9.2 'Waiver. No delay or omission in the exercise of any right or remedy of a non-
defaulting party on any default shall impair such right or remedy or be construed as a waiver.
No consent or approval of City shall be deemed to waive or render unnecessary City's consent to
or approval of any subsequent act of Consultant. Any waiver by either party of any default must
be in writing and shall not be a waiver of any other default concerning the same or any other
provision of this Agreement.
9.3 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the
parties are cumulative and the exercise by either party of one or more of such rights or remedies
shall not preclude the exercise by it, at the same or different times, of any other rights or
remedies for the same default or any other default by the other party.
9.4 Legal Action. In addition to any other rights or remedies, either party may take
legal action, in law or in equity, to cure, correct, or remedy any default, to recover damages for
any default, to compel specific performance of this Agreement, to obtain injunctive relief, a
declaratory judgment, or any other remedy consistent with the purposes of this Agreement.
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9.5 Termination Prior to Expiration of Term. City reserves the right to terminate
this Agreement at any time, with or without cause, upon thirty (30) days written notice to
Consultant, except that where termination is due to the fault of Consultant and constitutes an
irmnediate danger to health, safety, and general welfare,the period of notice shall be such shorter
time as may be determined by the City. Upon receipt of the notice of termination, Consultant
shall immediately cease all services hereunder except such as may be specifically approved by
the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior
to receipt of the notice of termination and for any services authorized by the Contract Officer
thereafter. Consultant may terminate this Agreement, with or without cause, upon thirty (30)
days written notice to City.
10. CITY OFFICERS AND EMPLOYEES- NON-DISCRIMINATION
10.1 Non-Liability of City Officers and Emplovees. No officer or employee of City
shall be personally liable to the Consultant, or any successor-in-interest, in the event of any
default or breach by City or for any amount which may become due to the Consultant or its
successor, or for breach of any obligation of the terms of this Agreement.
10.2 Covenant Against Discrimination. Consultant covenants that, by and for itself,
its heirs, executors, assigns, and all persons claiming under or through them, that there shall be
no discrimination or segregation in the performance of or in connection with this Agreement
regarding any person or group of persons on account of race, color, creed, religion, sex, marital
status, disability, sexual orientation, national origin, or ancestry.
11. MISCELLANEOUS PROVISIONS
11.1 Notice. Any notice, demand, request, consent, approval, or communication either
party desires or is required to give to the other party or any other person shall be in writing and
either served personally or sent by pre-paid, first-class mail to the address set forth below. Either
party may change its address by notifying the other party of the change of address in writing.
Notice shall be deemed communicated seventy-two (72) hours from the time of mailing if mailed
as provided in this Section.
To City: City of Palm Springs
Attention: City Manager& City Clerk
3200 E. Tahquitz Canyon Way
Palm Springs, California 92262
To Consultant: (to be inserted)
11.2 Integrated_Agreement. This Agreement contains all of the agreements of the
parties and cannot be amended or modified except by written agreement.
11.3 Amendment. This Agreement may be amended at any time by the mutual
consent of the parties by an instrument in writing.
11.4 Severability. In the event that any one or more of the phrases, sentences, clauses,
paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by
t5
valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability
shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this
Agreement, which shall be interpreted to carry out the intent of the parties hereunder.
11.5 Authority. The persons executing this Agreement on behalf of the parties hereto
warrant that they are duly authorized to execute this Agreement on behalf of said parties and that
by so executing this Agreement the parties hereto are formally bound to the provisions of this
Agreement.
[SIGNATURE PAGE SEPARATELY ATTACHED]
16
IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
"CITY"
City of Palm Springs
Date: By:
David H. Ready
City Manager
APPROVED AS TO FORM: ATTEST
By: By:
Douglas C. Holland, Jaynes Thompson,
City Attorney City Clerk
"CONSULTANT"
(insert name)
Date: By:
(name)
(president)
Date:
(name)
(secretary)
17
EXHIBIT "A"
CONSULTANT'S
SCOPE OF SERVICES/WORK
Including,
Schedule of Fees
And
Schedule of Performance
18
EXHIBIT "B"
INSURANCE PROVISIONS
Including
Verification of Coverage,
Sufficiency of Insurers,
Errors and Omissions Coverage,
Minimum Scope of Insurance,
Deductibles and Self-Insured Retentions, and
Severability of Interests (Separation of Insureds)
19
Insurance
Consultant shall procure and maintain, at its sole cost and expense, and submit
concurrently with its execution of this Agreement, in a form and content satisfactory to the City,
public liability and property damage insurance against all claims for injuries against persons or
damages to property resulting from Consultant's performance under this Agreement_ Consultant
shall also carry workers' compensation insurance in accordance with California workers'
compensation laws. Such insurance shall be kept in Full force and effect during the term of this
Agreement, including any extension thereof, and shall not be cancelable without thirty (30) days
advance written notice to City of any proposed cancellation_ Certificates of insurance evidencing
the foregoing and designating the City, its elected officials, officers, employees, agents, and
volunteers as additional named insureds by original endorsement shall be delivered to and
approved by City prior to commencement of services. The procuring of such insurance and the
delivery of policies, certificates, and endorsements evidencing the same shall not be construed as
a limitation of Consultant's obligation to indemnify City, its elected officials, officers, agents,
employees, and volunteers.
A. Minimum Scope of Insurance. The minimum amount of insurance required
hereunder shall be as follows_
I. Comprehensive general liability and personal injury with limits of at least
one million dollars (S1,000,000.00) combined single limit coverage per occurrence and two
million dollars ($2,000,000) general aggregate;
2. Automobile liability insurance with limits of at least one million dollars
($1,000,000.00) per occurrence;
3. Professional liability (errors and omissions) insurance (*WAIVED) with
limits of at least one mullion dollars ($1,000,000.00) per occurrence and two million dollars
($2,000,000) annual aggregate; and,
4. Workers' Compensation insurance in the statutory amount as required by
the State of California and Employer's Liability Insurance with limits of at least one million
dollars $1 million per occurrence. If Consultant has no employees, Consultant shall complete the
City's Request for Waiver of Workers' Compensation Insurance Requirement form.
For any claims related to this Agreement, Consultant's insurance coverage shall be
primary insurance as respects City and its respective elected officials, officers, employees,
agents, and volunteers. Any insurance or self-insurance maintained by City and its respective
elected officials, officers, employees, agents, and volunteers shall be in excess of Consultant's
insurance and shall not contribute with it. For Workers' Compensation and Employer's Liability
Insurance only, the insurer shall waive all rights of subrogation and contribution it may have
against City, its elected officials, officers, employees, agents, and volunteers.
B. Errors and Omissions Coverage_ (*WAIVED) If Consultant provides claims
made professional liability insurance, Consultant shall also agree in writing either(1) to purchase
tail insurance in the amount required by this Agreement to cover clai ns made within three years
of the completion of Consultant's services under this Agreement, or (2) to maintain professional
liability insurance coverage with the same carrier, or equivalent coverage with another company,
in the amount required by this Agreement for at least three years after completion of
Consultant's services under this Agreement, Consultant shall also be required to provide
20
evidence to City of the purchase of the required tail insurance or continuation of the professional
liability policy.
C. Sufficiency of Insurers. Insurance required herein shall be provided by
authorized insurers in good standing with the State of California. Coverage shall be provided by
insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class V1I, or
better, unless otherwise acceptable to the City.
D. Verification of Coverage. Consultant shall furnish City with both certificates of
insurance and endorsements, including additional insured endorsements, effecting all of the
coverages required by this Agreement. The certificates and endorsements are to be. signed by a
person authorized by that insurer to bind coverage on its behalf All proof of insurance is to be
received and approved by the City before work commences. City reserves the right to require
Consultant's insurers to provide complete, certified copies of all required insurance policies at
any time. Additional insured endorsements are not required for Errors and Omissions and
Workers' Compensation policies.
Verification of Insurance coverage may be provided by: (1) an approved General and/or
Auto Liability Endorsement Form for the City of Patin Springs or(2) an acceptable Certificate of
Liability Insurance Coverage with an approved Additional Insured Endorsement with the
following endorsements stated on the certificate:
1. "The City of Palm Springs, its officials, employees, and agents are named as an
additional insured... " ("as respects City of Palm Springs Contract No. or 'for any and all
work performed with the City"may be included in this statement).
2. "This insurance is primary and non-contributory over any insurance or self-
insurance the City may have..." ("as respects City of Palm Springs Contract No._" or 'for any
and all work-performed with the City" may be included in this statement).
3_ "Should any of the above described policies be canceled before the expiration
date thereof, the issuing company will mail 30 days written notice to the Certificate Holder
named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose
no obligation or liability of any kind upon the company, its agents or representative" is not
acceptable and must be crossed out_
4. Both the Workers' Compensation and Employers' Liability policies shall contain
the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees,
agents, and volunteers.
In addition to the endorsements listed above, the City of Palm Springs shall be named the
certificate holder on the policies.
All certificates of insurance and endorsements are to be received and approved by the City
before work commences. All certificates of insurance must be authorized by a person with
authority to bind coverage, whether that is the authorized agentibroker or insurance underwriter.
Failure to obtain the required documents prior to the commencement of work shall not waive the
Consultant's obligation to provide them.
21
E. Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City prior to commencing any work or
services under this Agreement. At the option of the City, either the insurer shall reduce or
eliminate such deductibles or self insured retentions as respects the City, its elected officials,
officers, employees, agents, and volunteers; or, Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, and defense expenses.
Certificates of Insurance must include evidence of the amount of any deductible or self-insured
retention under the policy. Consultant guarantees payment of all deductibles and self insured
retentions.
F. Severability of Interests (Separation of Insureds). This insurance applies
separately to each insured against whom claim is made or suit is brought except with respect to
the limits of the insurer's liability_
22
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REQUEST FOR PROPOSAL (RFP 07-08)
FOR
LIBRARY STRATEGIC PLANNING SERVICES
ADDENDUM NO. 1
This Addendum is being issued for the following changes and informational items:
THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE
SPECIFICATIONS AND INSTRUCTIONS ARE TO BE INCLUDED IN THE
ORIGINAL DRAWINGS AND SPECIFICATIONS. THIS ADDENDUM SHALL
TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY
ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED
TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS.
The City has received the following questions and is hereby providing answers
thereto:
RESPONSES TO QUESTIONS RECEIVED TO DATE:
Q 1: The RFP prescribes that the process includes a customer satisfaction
survey + focus groups as part of the planning process. We have had
mixed-to-poor results with focus groups and would like to propose an
alternative to the process suggested in the RFP, which would keep costs
down and deliver better results. Would this be acceptable?
Al: In our first strategic planning process, we too, had very mixed to poor
results with focus groups except the Hispanic group. We would be open
to any suggestions that can improve the input from the public, both users
and non-users, as well as be more fiscally conservative-
0 2: Does the Library have a technology plan? Will this be addressed as part
of the planning process?
A 2: The Library does have a technology plan. Yes, it should be addressed as
part of the process and the current plan will be available to the successful
firm.
0 3: When do you anticipate that the planning process will begin?
A 3: We don't have a firm answer to this. Start date will depend entirely on
when a firm is selected and their availability. However, we would hope
that we could begin in late February.
Q 4: The Strategic Services Plan, 2004-2009 currently being implemented was
created using the Public Library Association/American Library Association
Planning for Results method. Does the Library anticipate or prefer that
the same method be used in this round of strategic planning or would it
consider using an alternative strategic planning approach appropriate to
public libraries?
A 4. The Library had anticipated using the revised ALA "Planning for Results"
method. However, the Library is open to considering other methods as
long as those methods can determine current specific Library uses by the
public and determine which types of services will best serve the current
and future population.
Q 5: Given that the current strategic plan runs through 2009, is it safe to
assume that the new 3-5 year strategic planning period would begin in
2010?
A 5: The current strategic plan goals had been achieved by 2007; the ones
that were not were a result of not understanding the youth population in
the City and the stalled Library expansion project. It is to be expected
that the new strategic plan would take effect immediately upon
completion.
Q 6: Are the Strategic Services Plan 2004-2009, 2005 library building
feasibility study, 2007 citizen survey results for a potential capital bond
election, and City Council goals for the City currently available online? If
so, where? If not, could they be made available on paper, fax or as a .pdf
attachment no later than January 7?
A 6: The 2004-2009 strategic plan is online at the Library's website
www.palmspringslibrary.ora under the section 'About Us" The other
documents are not available online. Both the feasibility study and the
survey for the bond election are voluminous documents, hundreds of
pages each with graphs etc. They will be made available to the
successful firm.
Q 7: In the 2004-2009 strategic plan the Palm Springs library chose to focus
on six of the public library service responses listed in The New Planning
for Results model. Did the library concentrate on any particular user
groups for any of these responses? If so, on which user groups is it
concentrating now for each of the six public library service responses?
A 7: One of the flaws the Library has identified in the first planning process
was the reliance on the stakeholders group to set the service responses,
rather than concentrating on feedback from the actual users.
Concentrating on user groups is a goal of the next process.
Q 8: What kinds of information can or will the library make available to the
consultant regarding implementation of the current strategic plan,
progress toward meeting currently planned goals and success of activities
to achieve those goals? How has implementation been monitored?
A 8: Implementation has been monitored through staff performance
management attached to the goals and objectives of the plan. However it
has also been found that the goals and activities from the first plan were
not based enough on the reality of Library usage or the target audiences.
The Library has not had an implementation document to compliment the
strategic plan. This may be something that would be useful in the
second process.
Q 9: What kinds of usage statistics trends and breakdowns are available from
the Library, especially for any library user groups targeted under the
current plan? Would these be available only to the successful consultant
or are they accessible online or by Fax or e-mail before bids are due?
A 9: Usage statistics are available from the submitted State Library and PLA
annual reports as well as specific statistical data provided to the Library
Board of Trustees each month. This information will be made available to
the successful firm.
Q 10: The RFP provides helpful 2007/2008 demographics but no demographic
trend data. How and when was the 2007/2008 data gathered? Given
that "Government Information" is not a current service focus of Palm
Springs Library, what demographic trend data or documentary resources
to create demographic trends does the library itself have on hand about
the city as a whole and its distinct neighborhoods? Will the consultant be
expected to generate a large amount of new demographic trend data as
part of the required SWOT analysis or simply analyze existing data?
A 10: The demographic data provided in the RFP was taken from a publication
entitled Wheeler's Desert Letter. This is a locally produced demographic
publication that covers all cities in the Coachella Valley and one that is
relied upon heavily by the Library and the City. The Library is not aware
of any trend data available from the City. The City does have a formal
Office of Neighborhood Involvement that works with officially recognized
neighborhoods in the City, but the Library is not aware of any statistical
data generated by this office. If the consultant needed demographic trend
data, it is highly likely it would need to be newly generated.
Q 11: What building plans and specifications (e.g., blueprints and specifications
for structural and mechanical systems, as built) are available to the
successful bidder for the 30,000 sq. ft. Library Center opened in 1975 and
the periodical room expansion and new entrance of 2,500 sqft
completed in 1994?
A 11: Complete plans and specifications for the 30,000 sq ft Library Center are
available for the successful firm. There are limited plans available for the
1994 expansion and new entrance.
Q 12: Does the City of Palm Springs or the Library currently have in mind
potential sites for"boutique libraries" should that turn out to be a desirable
direction for the Library to move? If the City and/or Library do not have
potential sites in mind, would it be part of the consultant's responsibility to
identify specific potential sites and estimated project costs for boutique
libraries by the completion of the Strategic Plan, if deemed appropriate in
the strategic plan to move in that direction over the next 3-5 years?
A 12: Yes, discussions on possible locations for "boutique"libraries have been
discussed. They are: the former and original Welwood Murray Memorial
Library downtown, a branch in the James O. Jesse Desert Highland
Community Center in the northern part of town and storefront libraries in
the far southern part of town and eastern border. It would not be the
consultant's task to identify sites or project costs for such libraries.
Q 13: The RFP notes issues affecting library use that are related to the
presence of homeless people in Sunrise Park where the library is located.
What is currently being done by the Library or the City of Palm Springs to
address these issues?
A 13: The Library is working closely with the new management of the homeless
center across the parking lot. The police park a large commend vehicle
on an irregular basis in the parking lot Friday — Sunday_ The City is
working with the Coachella Valley Association of Governments (CVAG) to
establish a large homeless resource center north of town across the 1-10
freeway. There is currently no estimated date or building plans for this
resource center. The Library handles the homeless situation on a daily
case by case basis. This is a huge energy and time drain on the staff.
Q 14: Does the City of Palm Springs or the Library have a target date by which
the new strategic plan should be approved?
A 14: There is no target date for the approval of a new plan. The main concern
is devising a realistic plan that accurately reflects the community.
Q 15: Who would need to approve the new final strategic plan for the Library?
The Director of Library Services/City Librarian, the Board of Trustees, the
City Manager, the City Council, all or some of the above?
A 15: As the Director will be intimately involved in the planning process,
approval will come from the Library Board of Trustees and the City
Manager. The City Council does not need to approve the plan, but might
be interested in a presentation or copy of the new plan.
BYO 7 ER OF THE CI OF PALM SPRINGS, CALIFORNIA
Craig L. Glladde , C_P.M.
Procurement & Contracting Manager
DATE: January 04, 2008
ADDENDUM ACKNOWLEDGMENT:
Proposer Firm Name: Authorized Signature:
Date:
Acknowledgment of Receipt of Addendum 1 is required by signing and including the acknowledgment with
your proposal. Failure to acknowledge this Addendum may result in your proposal being deemed non-
responsive.