HomeMy WebLinkAboutC14169 & C18026 - LSSI - Library Svcs through 6/30/11 CITY OF PALM DESERT
COMMUNITY SERVICES DIVISION
CITY CLERK OPERATIONS
STAFF REPORT
REQUEST: REQUEST FOR APPROVAL OF AGREEMENTS WITH THE COUNTY OF
RIVERSIDE - RIVERSIDE COUNTY LIBRARY SYSTEM / LSSI FOR LIBRARY
SERVICES THROUGH JUNE 30, 2011.
SUBMITTED BY: Rachelle Klassen, City Clerk
DATE: July 9, 2009
CONTENTS: I. Staff Report
II. Copy of Library Fund Budget for 2009-2010 (component of City Overail
Financial Plan for FY 2009-2010)
III. Contract No. C14169 — Ninth Amendment to Agreement to Provide Library
Services (Additional Staff)
IV. Contract No. C18026 - Sixth Amendment to Agreement to Provide Library
Services (Additional Hours/Bookmobile)
V. Library Statistics for 2008.
Recommendation:
By Minute Motion:
1) Approve Contract No. C14169 - Ninth Amendment to Agreement to Provide Library Services
(Additional Staffl forthe Event and Volunteer Coordinator position, part-time Computer Instructor/Lab
Technician,Additional Librarians(1-Reference, 1-Young Adult), and Dedicated Receptionist/Library
Assistant, covering services through June 30, 2011.
2) Approve Contract No. C18026 - Sixth Amendment to Agreement to Provide Library Services
(Additional Hours/Bookmobile) for six additional hours of operation of the Palm Desert Public wing
of the Multi-Agency Library each Thursday and operation of Bookmobile Service for Palm Desert,
covering services through June 30, 2011.
3) Authorize the Mayor to execute said contracts.
4) Authorize issuance of a City purchase order, favoring Library Systems & Services, Inc. (LSSI),
Germantown, Maryland, in the amount of$25,000 for the purchase of materials for FY 2009-2010—
funding for all the above has been approved in the FY 2009-2010 budget in Account
No.452-4662-454-4001 — no additional appropriations are necessary, and funding to support these
services in FY 2010-2011 will be considered through the established process and subject to approval
at the appropriate time.
Executive Summary:
Approval of the recommendations provides documentation of the City's longstanding relationship for Library
Services with the County of Riverside. This request provides for additional staff and related services
deemed appropriate for Palm Desert's Public Library, which ranks as one of the County System's busiest.
In order to help lessen the amount of paperwork to produce and review, a two-year agreement for each
component (Additional Staff and Additional Hours/Bookmobile) is provided. The budget for these services
in FY 2009-2010 was approved in the City's Overall Financial Plan on June 25, 2009. Before terms of the
agreements would be effective in 2010-2011, the normal process for reviewing and setting the budget for
these items will be followed.
7
Staff Report - Approval of Agreements for Library Services Through 6/30/11 - July 9, 2009
Discussion:
City Council's approval is requested for two agreements and for purchases that provide additional services
to the Palm Desert Public Library, a component of the Multi-Agency Library located on the campus of
College of the Desert. These amounts and specified services are part of the 2009-2010 Library Budget,
recommended by the Library Promotion Committee and included for the Library Capital Fund Budget,which
was considered during Study Sessions in April and approved with the City's overall Financial Plan on
June 25, 2009.
The first agreement(Contract No. C14169)covers additional staffing that the Palm Desert Library provides:
1) Events/Volunteer Coordinator; 2) Part-time Computer Instructor/Lab Technician; 3)Additional Librarians
(1-Reference, 1-Young Adult); 4) Dedicated Receptionist/Library Assistant. The Event and Volunteer
Coordinator positions have been funded and a part of Palm Desert's Library offerings since 1998. The part-
time Computer Instructor/Lab Technician has been on board since 2001. Additional Librarians were
introduced in 2006/07 to meet the increased need for reference assistance and to reach out to
Palm Desert's young adult (teen) population, which has an increased need for service. Providing a
Dedicated Receptionist/Library Assistant allows Palm Desert'Library to provide even better customer service
by having an employee familiar with all the various programs and services perform this function. All five
positions provide the extra level of service that our Library users have come to expect and rely upon.
Second agreement (Contract No. C18026) provides for: 1) Six (6) additional hours of operation each
Thursday (from 10:00 a.m. to 8:00 p.m., rather than only 1:00 p.m. to 5:00 p.m as would be provided
standard from the County, to provide better service and consistency for students and all library users);
2) Palm Desert Bookmobile Service—a weekly four-hour stop in Palm Desert Country Club's Joe Mann Park
each Tuesday from 10:00 a.m. to 2:00 p.m.; local residents and schoolchildren enjoy and have also come
to rely upon the weekly service in this area of the City.
Thirdly, staff seeks authorization to issue a purchase order to LSSI in the amount of $25,000 for the
purchase of library materials for the Palm Desert Library(e.g. updated reference materials, Youth and Teen
Areas' reference materials, periodicals, videos, DVDs, books on tape, large-print books, and collection for
the Bookmobile's Palm Desert stop). This amount supplements funds provided through the County System
for purchase of materials. LSSI is the independent contractor hired by the County to oversee Library
operations; all materials purchases are made through headquarters,with bills presented to the City for items
purchased with these funds.
Your approval is requested for the aforementioned actions, which implement and memorialize the
understanding between the County and the City for providing Library Services in Palm Desert.
Submitted by: Reviewed and concur:
���G-� �,('-�-
RA H LLE D. KLASSEN, MC SHEILA R. GILLIGAN, ACM FOR
CITY CLERK COMMUNITY SERVICES/P.I.O.
Approved:
�
JO M. WOHLMUTH, CITY MANAGER PAUL S. GIBSON, CCMT, DIR. FINANCE/
CITY TREASURER
Att hments (as noted)
2
REGULAR PALM DESERT CITY COUNCIL MEETING JULY 9, 2009
XIV. NEW BUSINESS
B. REQUEST FOR APPROVAL OF AGREEMENTS WITH THE COUNTY OF
RIVERSIDE — RIVERSIDE COUNTY LIBRARY SYSTEM/LSSI FOR
LIBRARY SERVICES THROUGH JUNE�O, 2011.
CITY COUNCIL AC�ON
APPROVED DF.NiF.D
RECEIVED OTHER
MF,ETI G DAT
AYF,S:
NOI;S:
AI3SENT:
AI3STAIN:
VFRIFIED BY:
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CONTRACT NO. C14169
NINTH AMENDMENT TO AGREEMENT TO PROVIDE LIBRARY SERVICES
(Additional Staffl
COUNTY OF RIVERSIDE - RIVERSIDE COUNTY LIBRARY SYSTEM
and the CITY OF PALM DESERT
(Fiscal Year 2009-2010 and Fiscal Year 2010-2011)
WHEREAS, the County of Riverside, Riverside County Library System ("County") and
the City of Palm Desert ("City") and contract administer for County, Library Systems and
Services, LLC ("LSSI"), have entered into an agreement effective March 3, 1998, to provide
library services (Additional Staf� ("Agreement"), as amended. The parties wish to further
amend the Agreement effective July 1, 2009.
NOW THEREFORE, the parties agree as follows:
A. Section 1. RESPONSIBILITY OF THE PARTIES is amended as follows:
1. Sub-section 1.1 — Services Performed bv County� is amended in the first sentence
to read as follows:
"The County shall provide the following staff: one (1) Events/Volunteer Coordinator,
one (1) part-time Computer Instructor/Lab Technician, one (1) Reference Librarian, one (1)
Young Adult Librarian, and one (1) Receptionist / Library Assistant for the Palm Desert
Library for the term of the contract as set forth in Section 4.2, as amended."
B. Section 4.2 Term is amended to add the following paragraph to the end of the existing
section, as amended:
"The term of this Agreement is extended, and shall include the time period from July 1,
2009, through June 30, 2011. City or County may terminate this Agreement, as
amended, for no cause, on the giving of thirty (30) days written notice to the other
pa�y „
1 of 2
Ninth Amendment to Agreement to Provide Library Service (Additional Staff)
CONTRACT NO. C14169
C. All other terms and conditions of the Contract and prior amendments shall remain
unchanged, and shall remain in full force and effect.
IN WITNESS WHEREOF, County and City have caused this Ninth Amendment to be duly
executed by the parties hereto:
CITY OF PALM DESERT COUNTY OF RIVERSIDE
By: By�
Mayor, Robert A. Spiegel Chair, Board of Supervisors
ATTEST: ATTEST:
City Clerk Clerk of the Board
By: By�
Clerk Deputy
APPROVED AS TO FORM AND CONTENT: APPROVED AS TO FORM AND CONTENT:
City Attorney PAMELA J. WALLS
County Counsel
By: By�
City Attorney Deputy County Counsel
LIBRARY SYSTEMS AND SERVICES, LLC
By:
Mark Smith, Deputy Administrator
2of2
Ninth Amendment to Agreement to Provide Library Service (Additional Staff)
CONTRACT NO. C18026
SIXTH AMENDMENT TO AGREEMENT TO PROVIDE LIBRARY SERVICES
(Additional Hours)
COUNTY OF RIVERSIDE - RIVERSIDE COUNTY LIBRARY SYSTEM
and the CITY OF PALM DESERT
(FY 2009-2010 and FY 2010-2011)
WHEREAS, the County of Riverside, Riverside County Library System ("County"), the
City of Palm Desert ("City") and contract administrator for the County, Library Systems and
Services, LLC, ("LSSI"), entered into an agreement effective March 3, 1998, to provide library
services (additional hours) ("Agreement"), as amended. The parties wish to further amend
the Agreement effective July 1, 2009.
NOW, THEREFORE, the parties agree as follows:
A. Section 1.2 City Payment for Additional Hours is amended to read as follows: "City
shall pay for the additional hours at the rate of $236.50 per hour, at an amount not to exceed
ninety thousand dollars ($90,000.00)" for the term of the contract as set forth in section 4.2,
as amended.
B. Section 4.2 Term is amended to add the following paragraph to the end of the existing
section, as amended.
"The term of this Agreement is extended, and shall include the time period from July 1,
2009, through June 30, 2011. City or County may terminate this Agreement, as amended, for
no cause, on the giving of thirty (30) days written notice to the other party."
C. All other terms and conditions of the Contract and prior amendments shall remain
unchanged, and shall remain in full force and effect.
Page 1 of 2
Sixth Amendment to Agreement to Provide Library Services (Additional Hours)
CONTRACT NO. C18026
IN WITNESS WHEREOF, County and City have caused this Sixth Amendment to be duly
executed.
CITY OF PALM DESERT COUNTY OF RIVERSIDE
By: Bv�
Mayor, Robert A. Spiegel Chair, Board of Supervisors
ATTEST: ATTEST:
City Clerk Clerk of the Board
By: BY�
Clerk Deputy
APPROVED AS TO FORM AND CONTENT: APPROVED AS TO FORM AND CONTENT:
City Attorney PAMELA J. WALLS
County Counsel
By: BY�
City Attorney Deputy County Counsel
LIBRARY SYSTEMS AND SERVICES, LLC
By:
Mark Smith, Deputy Administrator
Page 2 of 2
Sixth Amendment to Agreement to Provide Library Services (Additional Hours)
Palm Desert Public Library Statistics
Summary: �anuary 2008- December 2008
Category 2008
Annual
Total
Circulated Items 376,382
Reference uestions 52 637
Door Count 261926
Programs: # per
mo/attendance
• Preschool 41/1,149
• Famil 43/5,642
• Youn Adult 82/954
• Adult 220/4,433
Volunteers: # 787/8,189
eo le/# hrs
Meeting Room Use: 1,503/10,206
#meetin s/attendance
Shut-in Delivery: 49/58/203
# Shut-ins/# Visits/ #
Items delivered
Klassen, Rachelle
From: Wyrick, Nikki [NWyrick@rceo.org]
Sent: Wednesday, June 17, 2009 10:56 AM
To: Klassen, Rachelle
Subject: Library Services Agreements
Attachments: Sixth Amendment City of Palm Desert- Extra hours .doc; Ninth Amendment City of Palm
Desert- Extra staff.doc
Follow Up Flag: Follow up
Due By: Monday, June 22, 2009 8:00 AM
Flag Status: Flagged
� : �
Hi Rachelle,
Attached are the final amendments for your review. The agreements are scheduled to be
approved by our Board on 6/23. Once approved, I will send the signed hard copies to you for
approval and execution on your end. We do understand that they will not be approved until
the end of July. Please feel free to call me if you should have any questions.
Thank you Rachelle!
.lV iPr.f#i 2Uc�xicPt
Administrative Secretary II
Riverside County Executive Office
(951) 955-1157
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