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C~ OF SAN BERNARD. - REQU'" FOR COUNCIL AC.N
From: Councilman Jack StricklerREC'D..AD~'lr.j~fF.Library Ad Hoc Conunittee Report
Dept: Council Office l"nS JUtI 19 P'! 3: (y
Date: June 19, 1985
Synopsis of Previous Council action:
NONE
Recommended motion:
1. That nlinutes of Library Ad Hoc Committee meeting held June 14,
1985 be received and filed.
2. That COffinlittee recommended actions be approved and appropriate
departn~nts implement these actions as necessary and as soon
as possible.
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Signature
Contact person:
Phil Arvizo
Phone:
383-5168
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount:
N/A
Sou rce:
N/A
N/A
Finance:
Council Notes:
75-0262
Agenda Item No. / 7
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LIBRARY AD HOC COMMITTEE
June 14, 1985
Councilman Jack Strickler - Acting Chairman
Councilman Gordon Quiel
City Administrator - Jack Matzer
City Librarian - Steve Whitney
Finance Director - Warren Knudson
Public Works Dir. - Roger Hardgrave
Council Executive Assist. - Phil Arvizo
Sr. Mgmt. Analyst - Susan Chow
Phone Consultant - Larry Litke
1. CONSTRUCTION BUDGET - PROJECTED BALANCE - The totals are
attached. The original estimate was $6,003,316, the current esti-
mate $6,179,284, with a difference of $175,968. By deleting the
$178,226 projected expenditure, the balance would be closer with
a $2,258 advantage.
2. TRANSITION SCHEDULE - OLD CENTRAL LIBRARY - Plans are to
be out of the old library by end of July, with the move beginning
on July 8. The furniture would arrive by August 26. Since the
Governor would be invited, present plans call for a late September
grand opening.
3. TELEPHONE SYSTEM - The Committee recommended that Communi-
cation Resources Company (CRC) recommendations be approved and City
go out to bid on phones at sum not to exceed $43,000.
4. DRAPERIES - The Committee recommended City go out to bid
at reconwended level of $14,602.50.
5. OCLC COMPUTERS - The Committee recommended that the pro-
posal (attached) be approved and an order be placed for the re-
quested items at the $9,150 cost.
6. INHOUSE AUTOMATED SYSTEM - The Committee recommended that
lease-purchase be looked at and funding from the General Fund.
When study is completed and returned, the matter will be considered
again by the Committee.
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Library Ad Hoc Committee
June 14, 1985
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7. MICROCOMPUTER HARDWARE - This matter was completed with
alternate source of funding, $50,000 loan to library, in Budget
Hearing of June 10, 1985.
Meeting adjourned.
JS:ej
ilman Jack Strickler
ng Chairman
rary Ad Hoc Committee
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STAFF REPORT
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Plge 1 of 2
The report prepared by the Redevelopment Agency Staff entitled "Sources
Ind Application of Funds, IS of November 30, 1984," is Ittlched for reference.
This report shows that, IS of 11-30-84, the total amount of funds that has been
.ade Ivailable to finance the cost for constructing and furnishing the. new
Central Library is $6,179,284.
Also attached is the Budget vs. Bid Analysis, dated 12-6-84. This report
was prepared by Don Rogers Ind shows the current projected total contracts cost
IS $4,663,487. In order to arrive at the final projected contracts cost, the
$14,942 for changes in process, and $35,000 as an allowance for future changes,
must be included. These additional amounts increase the projected total con-
trlcts cost to $4,713.429.
Listed below is a tabulation of the total project costs, broken down
between committed and projected expenditures. Contracts have not been awarded
for Bid Package '6. Skylights. and Bid Package '14, Site Work. These amounts
Ire included in the total projected contracts cost shown above, since they Ire
required for a completed functional facility. Also included, for your reference,
Ire the amounts listed in the original estimate. dated 1-27~83.
Current Original
Estimate Estimate
(11-30-84) (1-27-83),
$.4.713.429 ~ 77~ 91':;$ 3,655.881
273,280 273.280
365.239 365.239
120.000 120.000
71,599 71,599
44.825 -0-
2 .169 -0-
$ 5.S96.S41.5,6S-~ dsB
Description
COMMITTED EXPENDITURES ~--
Construction Contracts
Architect's Fee
Construction Manager's Fee
City Expenses
Fees Paid to City
Bond Expenses
Insurance
TOTAL COMMITTED EXPENDITURES
~ected Expenditures -
Widening "E" St. & 6th St.
Furnishings & Furniture
Relocation
Library Materials (8ooks.Films,etc.)
Computer Equipment
$
118,699- ()-
399, 999 328, 000
3S,8811 /7,,00D
U9,143/7b~~;J"
~O-
$ 118,600
345.000
35,000
300,000
265,000
$ 5,555.598
*447 .718
$ 6,003.316
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/IS <1('~
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Sub-Total
Contingencies -0-
TOTALS $ 6.179,284
I 0 c'~ .....';...-
*Authorized at Council Meeting of 9-19-83~
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.CITY OF SAN ]E.tItNAROIN~- VlEMORANOul
- I
To
Library Ad Hoc Committee Members - Councilmen
Marks, Quiel and Strickler
New Library Telephone System
From
Stephen Whitney,
City Librarian
April 26, 1985
Subject
Date
Approved
Date
The City's telephone consultants, Communication Resources Company, (CRC) ,
have concluded the library's telephone needs study based on staff interviews
and telephone billing analysis. The following summarizes their recommendations:
CRC RECOMMENDATIONS
1. The. telephone system. be acquired as an independent, satellite systeK
with direct connections to a City-wide system for intra-city commun-
ications.
2. The system be capable of "Direct Inward Dialing" (DID) whereby no
central switchboard is necessary.
3. The system should utilize "digital" technology for future opportunity
to transmit computer data through the telephone system.
4. The following quantities of equipment are recommended:
ITEM
Switching Equipment
DID Trunk Lines
Outgoing Trunk Lines
Tie Lines (to main City system)
Station Lines (equipped)
(working)
(capadty)
Single Line Telephone
Six-button Telephone
Ten-button Telephone
QUANTITY "'5 ""
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10 .,.-
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4 CD ,~
50 ~ c>
44 -.
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100 CP. ...
26 U1 co'"
12 CD
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ALTERNATIVES EXPLORED
CRC explored two other possible alterntives but concluded them impractical for
our purpose:
1. Be a part of the City-wide telephone system
Since the current completion date of the new library is August, it is
not possible to acquire a City-wide system in this time frame. There-
fore, an independent, satellite system with direct connections to a
City-wide system has been recommended. The difference in equipment
cost is negligible for either option.
(ITY ON THE.:t.1GV"
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New Library T~'orhone System
April 26, 198. .
Page 2
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2. To install very minimal temporary service
For a period of three to five months until a City-wide system could
be installed. The main problem is the use of temporary telephone
numbers which would most likely be changed with a permanent installa-
tion, and an additional cost of $6,000 to $12,000 for the temporary
system.
STAFF CO~~ENTARY:
1. The Library's microcomputers, online database access, mainframe
computer access and interlibrary loan computer base will each require
telephone lines not addressed in this basic package. i
2. The possibility of tying the building's public address system to the
phone system should be explored.
3. The recommended system should be regarded as "opening day" service
requirements, and the "number busy" studies be conducted periodically
over the next two years to insure the incoming lines are sufficient
to meet the service demand.
TIME FRA.'lE:
Assuming the new library opening schedule is adhered to in August, time is
of the essence in selecting and installing a new telephone system. A minimum
of 2 ~ months will be required from the initial bid preparations to the co~ple-
tion of system installation. Implementation should proceed as rapidly as
possible to insure telephone service to the public is provided on an uninter-
rupted basis as we move to the new building.
COST:
Cost estimates for the recommended equipment configuration range between
$37,000 and $40,000.
Bid preparation and bid analysis by CRC will be $2,500.
Library staff input during the specification writing period will make every
effort to reduce the projected costs as much as possible.
FINANCING:
. Reviews of the construction budget (available funds versus projected expend-
itures) as recently as April 18, insure sufficient funds are on hand to meet
the cost.
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New Library Te. hon_stem'
April 26, 1985
Page 3
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The City Administrator's Office, the Communications Department and the
Library will work closely with CRC at each phase of the telephone system
acquistion. The consultants will be avai1able~ answer any questions
you may have. () .
.~j'(." I...Q.
Steve Whitney, City Librarian
cc. Jack Matzer, Jr., City Administrator
Roger Hardgrave, City Engineer
Cregory Villanueva, Architect
Don Rogers, J.D. Diffenbaugh, Construction Manager
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.CITY OF SAN BE~ARDIN~ - MEMORAND~M
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To Ad Hoc Committee of the Common Council
for the new Central Library
Subject Draperies (Vertical Blinds)
From Stephen Whitney
City Librarian
Date June 3. 1985
Approved
Date
Per your recommendation at the February 18. 1985. meeting of the Ad Hoc
Committee of the Common Council for the new Central Library. staff
developed specifications for draperies (vertical blinds) for the new
library. These specifications were put out to a bid list developed by
the Purchasing Department. Responses were opened on May 30. 1985.
Two bids were received as follows:
Carmen's Draperies $12.125
Tiffie's Carpet 15.673
Further analysis of the bid submitted by Carmen's Draperies indicated an
additional six percent tax on the materials ($727.50) was not part of the
base bid. Nor did the base bid include $1.750 for the material to be
inserted into the blinds. The bidder recommends asking the vendor supply
these inserts to insure they are part of the same dye lots.
Even with these two adjustments for tax and inserts. Carmen's Draperies'
total bid of $14.602.50 is the lowest. Staff recommends this bid be
accepted. and a purchase order be issued against remaining construction
funds.
JL
Stephen Whitney. City Librarian
cc. Roger H~rdgrave. Engineering
Dean Meach. Purchasing
Oscar Arnoni. Project Architect
Don Rogers. Construction Mgr.
Library Board of Trustees
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~ITY OF SAN BE~ARDINoe- MEMORAND~
To Ad Hoc COlIIIDittee for the New Downtown Library
of the COlIIIDon Council
Subject New Downtown Library: OCLC terminal and printers
From
Steve Whitney
City Librarian
May 10, 1985
Date
Approved
Date
For the past five years, the Library has used an online database (OCLC-- Online
Computerized Libra~y Cataloging) to produce catalog cards, to borrow books from
other libraries and to create a machine readable record of all the books added
to our libraries. With few exceptions, all of the public 1ibrsries in San
Bernardino, Riverside and Inyo counties -- with whom we regularly share materials
through the Inland Library System -- participate in this program.
With the move to the Norman F. Fe1dheym Central Library, two major changes will
occur: 1.) we will begin a total conversion of older records' (pre--1980) to
machine readable format, and 2.) the office responsible for the exchange of
materials with other libraries will be physically located On a separate floor
from the access terminals it nOW uses.'
With your support, we would like to place an order for the following items to
maintain a smooth transition from one building to the next:
OCLC access terminal new
OCLC access terminal used (available
from the Newport Beach Public Library)
Diablo 630 API printer with tractor feed
and coupler box
NEC PC8023A-C printers (3) $870@
Moving fees (existing equipment)
TOTAL ESTIMATED COST
$1,850 + tax
1,500
2,430 + tax
2,610 + tax
7S0
$9,lS0
TIME jEQUI~TS: If we act quickly, the existing equipment can be relocated
by August 1. The installation of the added equipment can be accomplished by
early September.
FUNDING: The orignia1 construction budget contained $15,000 for the cost of these
items. We have identified less expensive and use components to reduce the cost by
more than a third. With the help of the City Administrator, we have also identified
a source of ALTERNATIVE FUNDING. Each year, the California State Library provides
us with per item subventions for each new title we add to the statewide database
through the OCLC system and for each book we lend through the service. In the current
fiscal year, these approximated $4,000. We would recolIIIDend to the Mayor and COIIIIDOD
Council these income items be designated to offset the future costs of equipment
operation, replacement and maintenance on a continuing basis. In other words, the
income from FY1984-85 and FY198S-86 would almost equal the above estimate~ex!!;4iture.
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it offers the commJDittf.~
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Your continued support of the Library and
sincerely appreciated.
.JL
ty Libraria
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cc.
Jack Matzer, City Administrator
Library Board of Trustees
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