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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. 3 of 4 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 4 of 4 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)