HomeMy WebLinkAboutCity Council Resolutions (R-00-1618)-03/07/2000
RESOLUTION R-OO-1618
A RESOLUTION APPROVING A CONTRACT WITH F. MASON AND
ASSOCIATES FOR LIBRARY PROGRAMMING AND DEVELOPMENT SERVICES
FOR THE COLLEYVILLE PUBLIC LIBRARY
WHEREAS, the City of Colleyville desires to secure the professional consulting
services of F. Mason and Associates for planning and programming
services for Colleyville Public Library;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COLLEYVILLE, TEXAS:
Sec. 1.
THAT the City of Colleyville approves a contract for professional
consulting services with F. Mason and Associates, in an amount not
to exceed $27,900, for planning and programming services for
Colleyville Public Library.
AND IT IS SO RESOLVED.
Passe~by a vote of ----4:.- ayes, 0 nays, and
-"] day of ~h , 2000.
D abstentions, on this
ATTEST:
/J~
:&w~
Mayor
J n Harris, TRMC, CMC
City Secretary
SCOPE OF WORK
FOR LmRARY PROGRAMMING AND DEVELOPMENT SERVICES
OF THE COLLEYVll..LE PUBLIC LmRAR Y
Introduction
The City of Colleyville desires to secure the professional consulting services of F. Mason
and Associates for planning and programming services, including the identification and
verification of Colleyville citizen programming needs for public library service, preparation
of a start-up plan for library services that provides recommendations for staffing,
operations, collections and services. F. Mason and Associates agrees to provide
consulting services to interface with the scope of work to be performed by the City's
Architectural Design Consultant.
1. Scope of Work:
The consultant's assignment related to providing consulting services to interface with the
scope of work to be performed by the City's Architectural Design Consultant are as
follows:
1. Conduct a program needs assessment for library services in the City of
Colleyville based upon an assessment of Colleyville resident needs and the
opportunities for partnership opportunities with other public libraries~ provide
start-up planning services to include staffing and management planning, and the
development a service plan for library services; assist in the development ef the
Colleyville Public Library facility. All reports, planning sessions and
specifications shall be a function of the expertise as provided by F. Mason and
Associates, and instructions provided by the City.
II. The consultant's assignments related to providing Needs Assessment for Library
Services will be as follows:
Phase 1. Needs Assessment and Start Up Plan
1.1 Review background material, including the City of Colleyville Library Task
Force Report, Public Opinion Surveys, prepared by Providence Associates, and the
"Library for the 21&1 Century" Report, prepared by intertwining.org.
1.2 Plan and conduct an open meeting with Colleyville citizens to explain the
library planning services, to assist in the identification of focus group participants,
and to obtain input regarding library services and facility planning.
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1.3 Plan and conduct public focus group meeting, consisting of no more than t
(10) groups, with potential users groups to include parents, children. YOU!
teenagers, adults, seniors, and other groups, as defined.
1.4 Establish and facilitate meeting with Library Directors and possibly city
officials of up to five neighboring cities to discuss partnership opportunities.
including Federated Library model and other defined models. of public libraries.
The consultant will also interview Library Directors from the Tarrant County
College (TCC) and Grapevine-Colleyville Independent School District.
1.5 Prepare a start-up plan for public library services based on the assessment (
needs and the information from other public libraries. The report will summariz
the needs and expectations for library services, define the opportunities fa
partnerships, and make basic recommendations related to the mission and goals 0
library service for Colleyville. This summary report will also provide a basi
analysis of alternative means for future expansion and distribution of librar
facilities and services within the City.
1.6 Attend a meeting with City stafft 1) and the Architectural Consultant(3) to
review the review, draft, and final needs assessment and start up plan.
1.7 The Consultant will participate in a meeting with the Library AdvisoJ')
Committee, City Council, City staff: and the City's Architectural Consultant to
review the draft summary reeds assessment report which wi]) explain the findings
and assist in defining directions for the start up plan for library service and
programming goals for the facility.
1.8 After approval of the draft report, the consultant wi]) prepare the final needs
assessment and start up plan report.
Phase 2. Space Needs Assessment
2.1 Prepare a space needs and building program following the acceptance of the
Start Up Plan. The building program for library spaces which will discuss the
space needs for each of the following:
a.
b.
collections
seIVlces
staffing patterns and requirements
reader spaces and seating
power, technology and computing requirements
staff work space
service desk(s) and offices and other related issues
c.
d.
e.
f
g.
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2.2 The Consultant will meet with the City staff (1) and the City'~ ~chitectural
Consultant (3) on the review, draft and final space needs and buddmg program
findings and recommendations.
2.3 The Consultant will assist in a meeting of the Library Advisory. Committee,
City Council, City staff. and the City's Architectural Consultant to reVlew the draft
start up plan.
2.4 After review and approval of the draft report, the Consultant will prepare the
final space needs and building program. .
Phase 3. Review Services
3.1 The consultant will meet with the Architectural Consultant during the
schematic design development to provide review and commentary on the facility
plans.
3.2 The consultant will meet with the Architectural Consultant and review the
design development plans for the library facility.
In. Fee Structure
Payment for Services shall include all costs to perfonn the professional services in
connection with this project as described herein. Consultant will submit monthly itemized
billing statements for Service Costs incurred.
Total compensation for Professional Services for Library Programming and Development
Services shall not exceed $27,900 and shall be billed by the Consultant at actual costs.
1. Compensation for Reimbursable Expenses means the actual expenses incurred by
Consultant or Consultant's independent professional associates directly in connection
with the Project. The City win not be billed separately for local or outside
transportation and lodging, telephone communications, supplies and equipment,
postage and delivery charges nonna! to the project; nor for the use of computer-aided
design and drafting equipment nonna! to the Project.
2. The Consultant agrees to provide the City with copies of all study reports.
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IV. Ownership of Documents
All information and other data given to, prepared or assembled by the Consultant
under this Scope of Services, and other related items shall become the sole
property of the City and shall be delivered to the City, without restriction for
future use. Consultant may make copies of any and all documents and items for its
files. Consultant shall have no liability for changes made to or use of the drawings,
specifications, and other documents by anyone subsequent to the completion of the
Project.
V. City's Responsibilities
City shall provide the following services under this Scope of Services:
I. The City shall provide information regarding requirements for the
Project, including a program which shall set for the City's objectives,
constraints, and criteria including space requirements and relationships,
flexibility and expendability, special equipment systems and site requirements.
2. The City shall meet with the Consultant as required for the timely
completion of Professional Services. All meetings will take place within the
City of Colleyville offices.
VI. Schedule
F or the purpose of these Professional Services, Consultant will complete the scope
of work, including deliverables, according to the schedule agreed upon between
the City and the Consultant. The services furnished by the Consultant under this
Scope of Services will be completed in accordance with the following:
The project will commence within seven days of the notice to proceed.
The phase 1 and 2 work activities will conclude on or before May 18, 2000, -
The schedule for Phase 3 work will be coordinated with the Architectural
Consultant.
Work on the project will commence within seven days from the notice to proceed.
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vn. Notice to Proceed
The City shall have complete control of the services to be rendered and no work
shall be done under this Scope of Services until the Consultant is instructed to
proceed.
With modifications. stipulations appended below. and attached Cost Estimate:
~UA.L.c.. l. l~
Florence Mason
Date
F. Mason and Associates
Q~~
Date
City Manager
City of Colleyville
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Cost Proposal Based of the Scope of Work
1. Background review and planning session for community input
session
2. Community public input session - 2 consultants .5 days
2. Focus groups sessions (10) plus analysis
3. Meetings with potential partner cities and libraries
4. Stan up and needs assessment report
5. Meetings with Architectural Consultant (3) and City (1)
6. Presentation to City Council and Library Advisory Bd
7. Space Needs Assessment and Program
8. Meetings with Architectural Consultant (3) and City(l)
9. Presentation to City Council and Library Advisory Bd
10. Review of Schematic and design development plans
Total Fees
Report, presentation and mileage expenses,
Editing, photocopies, overheads
Total Fees and Expenses
.5 days $ 600
1 day $1.200
3.5 days $4.200
5 days $6.000
4 days $4.800
1. 5 days $1.800
.5 days $ 600
4 days $4.800
1. 5 days $1,800
.5 days $ 600
1. 5 day $1,000
$27.400
$ 500
$27.900
Additional hours can be made available upon agreement between the consultant and the
City at $150 per hour.
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