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Home My WebLink AboutMINUTES - 03012005 - C.75 t - Contra .; �•,. TO: BOARD OF SUPERVISORS FROM: Anne Cain Count Librarian °� �'i"'� ` =4 '� Costa DATE: March 1 2005 _ -- County SUBJECT: Authorize the County Librarian to Issue a Request for Proposals and Recommend a Vendor for the Opening Day Collection for the Joint-Use Library Located in San Ramon's Dougherty Valley SPECIFIC REQUEST (S) OR RECOMMENDATION (S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION Authorize the County Librarian to issue a Request for Proposals and select a vendor for the opening day collection for the joint-use public/community college library located in San Ramon's Dougherty Valley. FINANCIAL IMPACT The Dougherty Valley Settlement Agreement (May 1994, section 3.3.1), the Dougherty Valley Development Agreement (December 1995, exhibit D), and the Dougherty Valley Specific Plan (November 1996, pg. 13-14), require the developer to provide an 11,600 square foot library, including the costs for construction, furniture, furnishings, equipment and the acquisition of the materials necessary to operate the library. No County funds or County Library funds will be spent on the opening day collection. BACKGROUND Dougherty Valley is located in the unincorporated area east of the City of San Ramon. In December 1992, the County approved the development of up to 11,000 homes as well as retail and commercial space. The Dougherty Valley Settlement Agreement was entered into in May 1994. Following over a year of meetings between the Town of Danville, the City of San Ramon, the County and the developers, the Settlement Agreement established objectives for, among other things, community facilities including a public library. Funds Available for the Opening Day Collection The Dougherty Valley Development Agreement (December 1995, Exhibit D, Attachment A) specifies $1,160,000 for "educational materials". It should be noted that all of the other line items associated with the library project were increased to reflect cost escalation since the 1995 agreement. The allocation for "educational materials"remains at the level it was set at in 1995, despite a dramatic increase in the cost of books in the intervening 8 years. Further, it is not clear whether library technology was intended to be covered from "furnishings" or "educational materials" but it has been determined that the $174,000 (increased to $207,000) allocated for "furnishings" does not include sufficient funds for technology (estimated to be $228,000). Most of the technology necessary today to operate efficiently, and which reduce annual operating costs (i.e. self-check machines, print release stations, etc), were not envisioned when the costs were developed almost 10 years ago. As a result, funds available for the opening day collection have been reduced from $1,160,000 to approximately $700,000 so that the costs for furniture, furnishings and equipment ($235,007 for furniture and $228,000 for technology) will be covered. V 7 � CONTINUED ON ATTACHMENT• YES SIGNATURE. � RECOMMENDATION OF COUNTY ADMINISTRATOR ❑RECOMMENDATION OF BOARD COMMITTEE ge-OPROVE ❑ OTHER t SIGNATURE(S): B ACTION F � � � O O O ON S APPROVED AS RECOMMENDED O ER VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF UNANIMOUS(ABSENT ) AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD AYES: NOES: OF SUPERVISORS ON THE DATE SHOWN. ABSENT: ABSTAIN: Contact: Anne Cain,County Librarian,(925)646-6423 ATTESTED cc: County Library JOHN SWEETEN,CLERK OF THE BOARD OF County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR County Auditor County Purchasing Manager City of San Ramon,City Manager BY ,Deputy Paul Menaker,Lennar Ann Patterson,Diablo Valley College Library 01 A Authorize the County Librarian to Issue a Request for Proposals and Recommend a Vendor for the Opening Day Collection for the Joint-Use Library Located in San Ramon's Dougherty Valley Page 2 Early Planning, r a Joint Use Library with Diablo Valley College's San Ramon Valley Center The Contra Costa Community College District operates the San Ramon Center(formerly known as the Center for Higher Education), a satellite campus in leased space in San Ramon. The District is planning a permanent campus in the Dougherty Valley to eventually serve 8,000 students. In late 1999 through August 2000, representatives of the Community College District, Diablo Valley College Library, the City of San Ramon and the Contra Costa County Library conducted a public planning process to explore the operational, organizational and conceptual feasibility of a joint-use public and community college library to be located in San Ramon's Dougherty Valley. This team met with members of the San Ramon Valley community through focus groups and a community forum to understand the community's needs desires and issues associated with the concept of a j oint-use library. A second planning process focused on organizational and operational planning and explored the opportunities and issues associated with implementing a j oint-use library from an organizational perspective. It is important to note that no issue emerged from within the multiple forums that participants felt was beyond resolution within a collaborative-shared vision that embraces individual institutional missions and goals. The final report from the study (Needs Assessment and Operational Planning for the San Ramon Joint-Use Library in Dougherty Valley, August 2000) recommended that the City, County and Community College participate in a joint-use facility that will greatly benefit both the college and community users through enhanced library services that can be provided through collaboration. The report further recommends that service delivery and access to collections be designed to be "seamless" to library users, providing one, integrated collection and shared use of all resources. The report recommended that the Joint-Use Library be approximately 40,000 to 50,000 square feet. The Village Center The 1992 Dougherty Valley Specific Plan as amended in 1996 called for a village center that would be local serving, mixed use, pedestrian-oriented hub of community life. The Village Center Plan that has been developed includes both an 11,600 square foot community library and a 30,000 square foot community college library. The Village Center is projected to occur in three phases, with the community library planned for phase I and the community college library planned for phase 2. The construction of the joint-use library is therefore planned in 2 phases. The 11,600 square foot library will serve as both the public library and the community college library. In phase 2, which will complete the community college master plan, the library is designed to expand to approximately 40,000 square feet. The Village Center planning process has situated the library in a convenient location for public use as well as use by the community college students and faculty. The Joint-Use Librga That Will Open in 2005 Representatives from the City of San Ramon, Diablo Valley College and the Contra Costa County Library have met over the past year to plan for the opening of the 11,600 square foot library which will serve the needs of the general public as well as the students and faculty of the community college. The community college will begin offering classes in January 2007, approximately one and a half years after the library opens. Staffs from the community college and the public library have drafted a Request for Proposals to select a vendor to provide the opening day collection. The collection capacity is 61,321 books and media. With approximately $700,000 available for the opening day collection, the size of the opening day collection is estimated to be approximately 28,000 items. Some funds will be set aside and wait for the expanded college curriculum to be defined as additional faculty and college librarians are hired who will also collaborate with DVC librarians in the development of the collection. 0:1BOS\board order for DV opening day collection.DOC