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3/19/2008 - STAFF REPORTS - 2.H.
{�F p A LM sA4 V n C �gbgnie P LL CITY COUNCIL STAFF REPORT DATE: March 19, 2008 CONSENT CALENDAR SUBJECT: AWARD A CONTRACT WITH PROVIDENCE ASSOCIATES TO PROVIDE STRATEGIC PLANNING SERVICES FOR DEPARTMENT OF LIBRARY SERVICES FROM: David H. Ready, City Manager BY: Department of Library Services SUMMARY Award a contract with Providence Associates of Cottonwood, AZ to provide strategic planning consulting services for the Department of Library Services. RECOMMENDATION: 1. Award a contract services agreement with Providence Associates of Cottonwood, AZ for Library Strategic Planning Services in an amount not-to-exceed $72,600. 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: In 2004 the Department of Library Services completed its first strategic plan. This plan has guided the Department for the last 4 years and most of the goals and objectives have been achieved. A new plan is needed that addresses the changing demographics of Palm Springs and the library services needed. The 215t century library user is expecting more virtual services, more technological access, public programming that allows for lifelong learning, basic and information literacy and parent involvement in youth programming. The Department of Library Services will use the guidance of a new strategic plan to develop budget, staffing, services, programs and collections that better meet the needs of Palm Springs from 2008-2011. The Division of Procurement and Contracting worked with the Library to conduct a Request for Proposals seeking professional library strategic planning services. RFP 07-08 was issued on December 3, 2007 and 5 proposals were received by the due date ITEM NO. — City Council Staff Report • March 19, 2008 -- Page 2 Library Strategic Planning Services on January 10, 2008. An Evaluation Committee reviewed and scored proposals from the following firms based on multiple criteria: Providence Associates, LLC Evans Planning Group Friends of the St. Paul Library Reap Change Consultants Architects Collaborative (AC-6) Providence Associates of Cottonwood, Az was the highest ranked firm based on their qualifications and sound understanding of the Scope of Work. Providence Associates has over 28 years of library strategic planning experience throughout the country working with progressive libraries utilizing their research and analysis skills to develop sound and comprehensive plans to meet the needs of their customers. The proposed contract is for $57,000, with an option to conduct a $15,600 bi-lingual community phone survey, for a total not-to-exceed amount of$72,600. FISCAL IMPACT: There will be no impact to the General Fund. The Library's Trust Fund/Endowment Fund will be used to fund this project. Barbara L. Robe s, Director ofLibrary Services Z Tro L. Butzla istant City Manager Ad i istrative a es 4 L l David H. Ready, City Man; Attachments: Contract Services Agreement CONSULTING SERVICES AGREEMENT Providence Associates LLC for Library Strategic Planning Services THIS AGREEMENT NT 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 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 I. CONSULTANT SERVICES 1.1 Scone 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 refekence (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 regulatious 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. Revised: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. i 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 fiunished 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 ReVlsed:3I23/07 SfnG397. 000004 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 Cod or of a public enemy, acts of the government, sues, 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 montlis from date of contract execution, unless extended by mutual written agreement of the parties. 5. 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: 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:M$/07 5076392 5.4 Independent Contractor. Neither City nor any of its employees shall have any control over the mamxer, 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 Cousnitaut. 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. Infornxation 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. INDEIkQ4FICATION. To the fullest extent pernxitted 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. Q Revlsod:3123/07 507639.2 O�o�fA L� 8. RECORDS AND REPORTS 8.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the perfommance 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 mrrestricted 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 tunes 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. ENl±ORCEMENT 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. 5 Revised:3123107 507639.2 000037 1_1 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 Riehts 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 remmedy 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 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 EMPLO'YEFS, NON-DISCRIl1'IINATION 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-iri=interest, in the event of any j 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, MISCELLANFOUS 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. Rcvl sed.W23l07 507639.2 VQ�V�tlp 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: Providence Associates LLC Attn: Laura J. Isenstein I530 East I lxn Street Cottonwood,AZ 86326 Ph. 928-649-0791 11.2 Integrated Agreement. This Agreement contains all of the agreements of the i parties and cannot be amended or modified except by written agreement. j11.3 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 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 thzs Agreement the parties hereto are formally bound to the provisions of this Agreement. [SIGNATURE PAGE SEPARATELY ATTACHED] 507639.2 7 Kevi:ed:5123/07 -_-_ .w.__. �_..o a 0.© _.__ 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. Rolland, James Thompson, City Attorney City Clerk "CONSULTANT" Providence Associates LLC Date: Ey : (name) (president) Date: (name) (secretary) $ Rcv[Sed:3=107 507639.2 HMO CALIFORNIA ALL`PlJRPOSE ACKNOWLEDGMENT State of California } County of JIS On before me, mio rare R+xt WirwW Rbpibp pY r personally appeared Nanxfy a1557na(y who proved to me on fha basis of satisfactory evidence to be the person(s) whose nama(s)islare subscribed to the within instrument and acknowledged to me that hafshaAhay executed the same in hiWeNtheir authorized capacily(les),and that by h1w1wrltheir signaluie(s)on the instrument the person(s), or the entity upon behalf of which the person(s)acted,aXeouted the instrument. I certify under PENALTY OF PERJURY under the laws of the Stale of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. e�gw�arysaai.mua Signature 91�utury Kup'•"Y Poore OPTIONAL Though the lnformollerr helowfs npr requRed 6Y law,lt=prove va/uahla to parsons rofyfeg on VM dommml, and muypre f Inmdulenl ramco l and nmitachmenr ofllua form la,miolhar docm t. Uoscrlptlon of Attached Document Tide orTypeol Document Document date: Number of Pages: Slgner(s)Other Than Named Above: Capacity(les)Claimed by Signer(s) Signer's Name: Signer's Name: ❑ Individual 0Individual ❑ Corporate OfffcCr—Tlllets): [71 Corporate Olhner—Mats): ❑ Partnor--0 Umitsd ❑General ❑Padner--❑Ummd C O natal 0 Attorney in Fact a El Attorney in Fact ^ ❑ MUSN+0 Top of uw rA,harc ©-ntlMEe Top or tt ab here • Guardian or Conservator ❑Guardian or Conservator ❑ Other. ❑Ofhen ' Signor Is Representing: Signer Is representing: eswr W9on1 Nnlgin' ' doled.�rtLY�y+�c.,anens.ra•arwi�r�atsiyiamx-w,w.rmse�rtw,rde rnas5ar naativeara:.rr�tanaarnc�r 507639.2 9 Rov1sod:3123107 EXHIBIT "A" CONSULTANT'S SCOPE OF SERVICESAVORK Including, Schedule of Fees i And Schedule of Perfonnance 507639-2 in 9 ReVSed:31231077''�"�y City of Palm Springs, California Request for Proposals #071,08 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 9 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 ................. . _ 01Q14 City of Palm Springs, CA Request for Proposals#07 08 Library Strategic Planning Services Submitted by PROVIDENCE Associates LLC Cottonwood,AZ Revised February 20,200B 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 loom 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 lt City of Palm Springs,CA Request for Proposals#07-OB 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.L.S 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 learning"and Page12 _... _...._.. _.._ __ . _ ....... .. ._..._. ....._... . .w...w_ City of Palm Springs, CA Request for Proposals#07.08 Library Strategic Planning Services Submitted by PROVIDENCE Associates LLC Cottonwood, AZ Revised February 20,200B 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 California, 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, VOID(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 multiyear 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. Page13 City of Palm Springs, CA Request for Proposals#07-08 Library Strategic Planning Services i Submitted by PROVIDENCE Associates LLC Cottonwood,AZ Revised February 20, 2008 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 I 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(REFERENCE5. • 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=8.49-3192. • St. Marys County Library, Leonardtown AID W-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 kreifQstmaiib.oM • 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 Page 4 m.M- ._._._..—__._....._. . ...... .....__ ... ....... - __ __....---0-a .�. .$...... City of Palm Springs, CA Request for Proposals C-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.Hug ginsC&ci.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. Page15 0 0 a 0 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 synthesizinglsummarizing 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 Pane16 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 PROJECT WORK PLAN PHASE 1: PROJECT START UP--GETTING TO KNOW THE LIBRARY Task 1.1. Project Orientatlon,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 f 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 siteMsit"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 Page17 Ua0at 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 California 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 OmS, ages 6-10, ages 11-13, and teens ages 14-18- Laura will assist with data gathering in relationship to children's and teen/young adult services and identifying gaps where the current library operation maybe insufficient to meet identified service priorities. She will evaluate policies and standards in terms of their furthering services aimed at these age groups. Pagel8 000022 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 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: F Provide all•requested data and documents inatimely 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, a-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 Page 19 .._..........-- --............. ............ - ._.._. .. ._. ... __. . —.—.._..W_ _-___ .- 00002R 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 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 If 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, eta 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 Activitles 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 Page 110 r r, .._........ .m.__. ...__- - - - .. .. .r... ..._..._.. ........ _.. . ........, . .....w._ f City of Palm Springs, CA Request for Proposals#07-08 Library Strategic Planning Services Submitted by PROVIDENCE Associates L,LC 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 Page 11 City of Palm Springs, CA Request for Proposals 007-08 Library Strategic Planning Services Submitted by PROVIDENCE Associates LLC Cottonwood, AZ Devised 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 Page 12 City of Palm Springs, CA Request for Proposals#07-08 Library Strategic Planning Services Submitted by PROVIDENCE Associates LLC Cottonwood,A2 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 an 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. Pagell3 QV� IIi�� 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 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 learn, 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. Page 14 -- -- ..._.. _..... .-...__..._.. — - .. ....... ... . ........._- ... _.. .. ... _ .---. ..�...- ....__...-. 0028 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 :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 TaskVResponsibilifies_ • 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. I j 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 Pagel15 . ..._._. .. .--------.._._.._...... _... —. _. .._. _ .. . --- _ ... .....__..__.. 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, Care Values, Operations, Goals&Objectives, and Implementation) May 16---July 1 B, 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 ILs_enstn@aol.com www,librarvbu ildi ngconsultants.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 Pagel16 ...-,._,------ - .. ... ............. .. ... .-------------- 9 ._... .......... .. --------`_. _W.____..__ ------ - ' � �� 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 218t 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 Antonio 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, 11 Q000 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 DQDD31 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 92"49-0791 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 L LC, 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 aoao0 � 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 319,268.0948; cell 319.290,8864 ca rol.fren chi nlmson([D�mail.coAl 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 new 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 Npwl Presenter Delegate to White House Conference on Libraries and Information Services, 1991 Pagel191[ 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, Presidents 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 81 5.8711.6307 Fax 815,229-5362 linda@lmatechwork.com SUMMARY OF EXPERIENCE From 1989 to 1994, as a Consultant/Management 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 26M 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. Page 1200 tnr rr 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 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 j Western Illinois University, BA ADDITIONAL DOCUMENTATION Sample Mapping of Library Customers Page121 - — ----- ------------.-- ------- _. .- - m -- --- .__ .,_..., . ..--- _-. . .,Q.0.0.0 2.1--_ 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 CDunly-Samp18 of Miller Bmndi Use �IR11'.rBvnrn uwy �•{.,.,`rr�4m`,1:.(4, 1 .�b�ri.�,i ,.Wr�'�. �� i-,i� a +nn.c a�J •cem.xou..xow.oerin6 S+mnn M' :',�41`J,'�i:i��'I„,., ."rr,,-$1,:��%'x"`'�>,ji�ya� ,L k1 �p"r3'ti.�e � 'o.:,Y i. y.i; .;:�' •v'n{°o ;t:J;t„ ;q., R;.'�4 �V,'iit�.:^ 'Irt't�+ntFB °`'/- ii.�cs:"v.r,.a i Iid':z' ,j ;rt�.. '�• wa,�l J'.' S lr: f.u0nm+ a ";; � ...','1,i\�;, i;J:d;�:; ,.,,r°��,' �A �•7��:'�ti�` Y�i!;�`'��� fo ��;,Y �aao bTFG nrt��+�'VEIL �_i" :, '• . 9..tig pm. 3. 7J' Y'�.` +vls�■ dL9bd°G 1:.: rr.• rL`.`,•';n� 'livy^;,7:�)+,.��y akk,k - '1-iP: ..,� O� f,' ,, •"prig.. �2Sd4�r:� !! ■ ■ !■ p 8aN119 `e7;; ,rii MJ6.IiVYlfliLw' dP so CCR pi.y.y4:1 ra\.5i'P: ,16+'�r :�;:a^1j1 �.�4,n� ■ • f '. ijlrn.l,.i`..5� i�J ■ wry- vUL '�.`ILI'•BP�Lrl ilia:I��A" °YY,�x[jL • I o ■ a � a1� .� n - Sil?. i�. 8 1+0 .mv+.emxel Mcare�Mn ra wo A5 M rtn.mruA .�.cl>m.rr.�r+xew,�w.r'unr==�ss�i_'�_.-�— '2��,�"�r....n.rwb.v.lmr�.dnrernmwrrmm cTw.nce..ewww,.w.lxlna...+n o.w.>�m ao*+.a-.uemwenonua�y� Pagei22 � -- --------------- --- City of Palm Springs,CA Request for Proposals 407-08 Library Strategic Planning Services Submitted by PROVIDENCE Associates LLC Cottonwood,AZ Revised February 20,2008 Sample Demographic Profile Aemographic pro{1Je Ropart page 1 era Beaumont,CA;Beaumont Avo&14th St 88PIR05 Site located at 33.9471,I IG-9764 Population Households 2010 Pinjectlon 17,003 201G Projachon 5,9130 2005 Estimate 14,950 2005 Estimate 5,222 2000 Census 12.844 2000 Cansus 4,460 1990 Census 11,652 1990 Censup 4,245 56 Chanpe 2005-2010 13.7% 91 Cnanga 20Q5-2010 14.1% %Chango 2000.2005 16.5% %Change 2000.2005 16.9% %Change 1990-2000 102% 51 Change 1090.2006 52% Population by Ado •,5 yts 1,156 7.7% Population by Age 5-9ym 1,136 7.6% 10-14 y15 11307 0.6% 15-24 yfs 2,382 15.946 '5 , 25-34 ym 2,078 13.9% 35-44ym 2,133 14.3% s•e 45-54ym 1,830 121% - 55-647M i,i99 Q.0% 1p•1a 65-74 ym 971 5.8% 75-84ym 507 4.1% '`,`:� ;• t,.`.` 85mym 281 1.91A 15-24 Median Apr 33.1 !'.�", .:� �..�•, i Asa Male Population by Ada 7,267 <5yrs 578 8.0% 35i4 5.9 y1S 579 8,0% v 10-14 ym 341 8,6% 45E-0 15-24 yra 25-34 Ms 1,051 14,5% 35-44 ym 1,050 14,4% 5584 45.54 yrs 915 12,6% 55-64ym 573 7.9% 6574 65-74 yr5 383 5.3% ` 75-E4yrs 231 32% 7584 as,yre 98 IA% Median Age,Males I'm Faaaa a Population by Age 7,691 py� 5'F io% 15°b :Yl% �5 yrs 578 7 5% 5-9 yrs 558 72% 10-14 yrs 647 0.4% 15.24 yrs 1,212 15.a% RacalEthnicHy 25-34 yrs 1.027 13.4% White 11,328 75.7% 35-44 yrs 1,083 14.1% Black 37G 2.5% 45-54 We 915 11.9% AslawPl 304 2.0% 55.64 y(e 025 a,1% American indlaP 2,06 1ASi 65.74yrs des 6,3% Omer Ram 15 0.155 75-84 yr: 376 4,9% MuMpla Rates %724 18.2% 85+yrs 162 2.45i t4edlm Age,Femalm 33a Hispanic Origin 5,889 38.0% Pagei23 ------------- _....._...... _-.... _............_......._._.-. .. -. .W..._ _---- _ ..__......Q ��. 6.- .._._. 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 pror'le Report Pogo 2 ar3 Beaumont,CA:Beaumont Ave E 14th St 00/21105 Site located at 33-9471,116.9764 Total Aggregate Income ISM ) S266 Per Capita Income S17,801 Households By Income Households by Dispo aicio income 5510,000 535 10.27% 5510,000 613 11.7% 510,000.514,299 505 g,7% $10,000-S14,099 4% 9-4% S16,000.519,599 427 8-4% $15,000-519,999 465 9.358 $20,000-324,999 419 8.0% S2,000.324,999 501 96% $28,000-529,999 3S7 7.45E 625,090.529,999 450 8 8% S30,000.534,995 335 6A0n 530,000-$24,999 364 TO% S35,000-S30,050 278 5.35% 535,000-$39,999 346 8,6% 540,000•$49,999 496 9-5% 540,000-549.999 572 111-4 550,000-s59,999 418 8-0% S50,000-559,999 466 8,9°k $60,000-974,999 599 0.8% SO,=-s7,IXO9 461 8,85i 575,000-$99,999 477 9.1% 675,000-$S9,999 337 519% $100,000-8124,999 241 4.60A S100,000-S124,999 87 V% $125,000-S749,099 94 1.8% S125,000-$149,999 26 0.5% $150,000.5199,999 47 09% 5150,000-s199,gg9 15 03% i $200,000-S24%, 99 II 0246 S200,000-S249,959 5 0.1% 5250,000- 33 0 6% S250,080+ 28 0-5% I A9gragate Hshld mcume ISM10 S259 Agprgato OiSP-Income Wiq $49 Average Household Income $49,iie8 Average Disposable Income 540,031 Medlan Hmsplibld laconic 536,130 Median Olspoeaute IncomO 530,977 Avartme Family Income S69,503 Average Non.tamlly hrcoma $25,ag5 Ned[an Family Income 541,047 Median Non.family Income 523362 Households by Income rrc y fa8 e x zw Ilkow `SrPr �a5yy SYSsr°'1:hSla C'•cs.'a' 'Vss.'D�0.rr3 g5y�°STy sry Syc2sr r S Ty�� w "°r °p9r '�'dr�0per Page 24 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 $116 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 /J r 7 ......' Signed:r7 Laura J. Iseridtein, Principal Date: I :I 00003 � EMBIT "B" INSURANCE PROVISIONS Including Verification of Coverage, Sufficiency of Insurers, Errors and Omissions Coverage, Minimum Scope of Insurance, Deductibles and Self-Ensured Retentions, and Severability of Interests (Separation of Insureds) Revised:31231o7 507039.2 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: 1. Comprehensive general liability and personal injury with Iimits 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 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. E. 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 12 Revised:3MI07 507G39.2 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 AM Best's Key Rating of B++, Class VII, or better,unless otherwise acceptable to the City. D. Verification of Coverate. 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 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 No._" or 'for any and all workperformed 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 jdate thereof, the issuing company will mail 30 days written notice to the Certificate Folder 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 Revls¢ $123107 507639.7 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-unsured 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. 14 Revised:3/23107 5076392