REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Eric G. Parra, Interim City Manager
VIA: Travis K. Hopkins, Assistant City Manager
PREPARED BY: Jennifer Carey, Acting Deputy City Manager
Subject:
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Consider Proposal Received as Part of the Request for Proposal Process for Managed Library Services for the Huntington Beach Public Library
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Statement of Issue:
On May 30, 2024, the City released a Request for Proposal (RFP) for Managed Library Services for the Huntington Beach Public Library (HBPL). One proposal was received, a multi-departmental evaluation was conducted, and staff is seeking the City Council’s direction on how to proceed.
Financial Impact:
Not applicable
Recommended Action:
recommendation
Direct staff to take one of the following actions:
Option A: Reject the proposal for Managed Library Services for the Huntington Beach Public Library.
Option B: Begin negotiations for Managed Library Services for the Huntington Beach Public Library and continue the meet and confer process with labor groups. Direct staff to return to the City Council for consideration of the potential agreement.
end
Alternative Action(s):
Provide alternate direction to staff.
Analysis:
On March 19, 2024, the City Council approved for staff to issue a Request for Proposals (RFP) for Managed Library Services for the Huntington Beach Public Library (HBPL) system. On May 30, 2024, a RFP was released to evaluate the feasibility of a professional services agreement with a qualified contractor to manage all aspects of the day-to-day operations of the HBPL under the City’s direction while maintaining or enhancing service levels at a reduced cost.
The RFP outlined the functional and technical requirements necessary for the efficient operation of the HBPL at its current standard. Qualified contractors were invited to submit proposals that detailed their approach and demonstrated relevant experience in managing library systems similar in scope and scale to the HBPL. They were required to provide references from such systems, present a work plan, submit a detailed cost proposal with breakdown, and other supporting documentation.
One proposal was received from Library Systems & Services (LS&S). A multi-departmental panel conducted a thorough evaluation of their proposal which included assessment of submitted materials, an interview with LS&S staff, and reference checks with existing customers. As a result, staff identified several disadvantages and advantages. Disadvantages include significant community opposition to outsourcing library operations, a lengthy and challenging transition process, the potential loss of volunteers and donations, and the loss of features and services unique to the HBPL system. Advantages include a proposed annual cost savings of up to $1 million and streamlined bulk purchasing policies that may lead to additional efficiencies.
Should the City Council elect to reject the proposal, City staff will continue evaluating opportunities to enhance efficiencies and cost savings within the HBPL system. As is the case for all City departments, staff will look into potential revenue generation opportunities to bring back to City Council for their future considerations.
Should the City Council direct staff to proceed with negotiations with LS&S, staff will work with the proposer to define agreement terms relating to scope of services, outline transition plan, and further refine cost savings breakdown. Additionally, City staff will continue meet and confer discussions with labor groups regarding potential impacts to existing and future staff. Staff will return at a later date for the City Council’s consideration of a proposed agreement for Managed Library Services and to provide an update on labor group negotiations.
Environmental Status:
This action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
Strategic Plan Goal:
Non Applicable - Administrative Item
For details, visit www.huntingtonbeachca.gov/strategicplan <http://www.huntingtonbeachca.gov/strategicplan>.
Attachment(s):
1. Request for Proposals for Managed Library Services