SR 02-26-2019 3I
City Council
Report
City Council Meeting: February 26, 2019
Agenda Item: 3.I
1 of 4
To: Mayor and City Council
From: Patty Wong, Director of Library Services, Library Services Department
Subject: Award Contract for Santa Monica Public Library Classification and
Compensation Study
Recommended Action
Staff recommends that the City Council:
1. Award RFP #189 to Segal Waters Consulting to conduct a library-wide
classification and compensation study, in partnership with the City’s Human
Resources and Library departments.
2. Authorize the City Manager to negotiate and execute an agreement with Sega l
Waters Consulting in an amount not to exceed $100,000 over a two-year
period.
Summary
The Library and Human Resources departments seek an up-to-date analysis of the
organization, classifications, staffing levels, job specifications, and compensation
structures in order to ensure that these structures meet its current and future
organizational needs, are consistent and fair, and enable the Library to provide high -
quality library service in our rapidly changing world. The Library and selected
consultant will work collaboratively with Human Resources to evaluate and
recommend improvements to the existing structure that align with the City’s current
classification format. Following a competitive Request for Proposals process, staff
recommends Segal Waters Consulting as the best qualified firm to provide these
services.
Discussion
The Santa Monica Public Library operates a Main Library and four branches that,
combined, welcomed over 1.2 million visitors this past year. With an annual
circulation count that exceeds 1.3 million, the Library is well-used and valued by its
community. In 2015, City Council approved the Library’s Strategic Plan, the first in 20
2 of 4
years, which was developed through extensive community and staff participation .
The Library continues to expand its primary roles as identified in that Plan:
1. Vibrant Learning Center
2. Wellbeing Cultivator
3. Dynamic Third Place
4. Community & Cultural Connector
In order to further align its work with City priorities and initiatives, it is important that
the organization’s staffing levels and classifications reflect these evolving priorities
and focus areas.
The last system-wide classification study was completed 27 years ago, in 1992. The
growth of library services over the past two decades has not been evaluated with
respect to training, education, or job duties. A comprehensive review and evaluation
of the system’s 15 current job specifications and classification structure will benefit
both the current and future growth of this 5-star, award-winning Library.
The selected consultant will be tasked with analyzing the existing Library
classification structure, make comparisons with similar public library organizations,
and recommend improvements to the existing structure that align with the City’s
current classification format. The consultant will also evaluate the present salary
structure as compared to the specific job market for comparable positions in similar
systems. The process will be completed through an equity lens that ensures fairness,
identifies and highlights disparities, and aligns with the City’s compensation
philosophy. The consultant will engage and work closely with Library staff and
Human Resources throughout the process.
Staff anticipates that the project initiation will occur during FY2018-19 and the majority
of the analysis and reporting in FY2019-20. Final evaluation and recommendations will
be presented to Library staff and Human Resources.
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Consultant Selection
RFP Data
RFP
Posting
Date
RFP Posted
On
RFP Advertised
In (City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
08/09/2018 City's Online
Bidding Site
Santa Monica
Daily Press
26 5 09/15/2018
RFPs Received Selection Criteria
CPS HR
Consulting
Segal Waters
Consulting
Municipal
Code
SMMC 2.24.073
Koff &
Associates
Springstead Human
Capital Advisors
Evaluation
Criteria
Knowledge and direct experience with
public libraries, references and experience
of key personnel, experience with projects
of similar complexity and nature, training
and proven expertise in the work required,
comprehensiveness of proposed work plan,
and knowledge of library classification
trends and best practices.
NFP HR
Services
Justification to Award
Vendor responses were reviewed by a selection panel from the Library and Human
Resources departments and evaluated using the criteria above. Based on these criteria,
the selection panel interviewed the three highest rated firms and then ranked Segal
Waters Consulting as the best qualified firm to provide consulting services. This decision
was based on their extensive experience and work with public libraries, including four
California library systems, demonstrated expertise of key personnel, a clear
understanding of the scope of services, a comprehensive proposal plan and thoughtful
approach, and a high level of understanding of staff engagement and best
communication practices.
Financial Impacts and Budget Actions
Staff seeks authority to award a professional services agreement to Segal Waters
Consulting for the Library Classification and Compensation Study.
Contract/Agreement/Purchase Order Request
Request Amount FY 2018-19 Budget
Department/CIP Account #
Total Contract Amount
$100,000 S0115001.689000 $100,000
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Prepared By: Erica Cuyugan, Assistant City Librarian
Approved
Forwarded to Council
Attachments:
A. City of Santa Monica Oaks Initiative - Segal
CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5.Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
OFFICERS AND DIRECTORS OF
THE SEGAL COMPANY (EASTERN STATES), INC., D/B/A SEGAL WATERS CONSULTING
Officers
Chair Joseph LoCicero Vice Chair John DeMairo President and Chief Executive Officer David Blumenstein Chief Operating Officer John Flynn Chief Practice Officer John Gingell Senior Vice President, Treasurer and Chief Financial Officer Ricardo M. DiBartolo Senior Vice President, General Counsel and Secretary Margery Sinder Friedman
Directors
Joseph A. LoCicero
David Blumenstein
Eugene J. Keilin
J. Robinson Lynch
John R. DeMairo
Eileen Flick
John E. Gingell
Diane M. Gleave
Stuart H. Lerner
Susan Crotty
Andrew Sherman
REFERENCE:
Agreement No. 10811
(CCS)