Award of Contract/Raymond M. Holt

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Item #22 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF AUGUST 7, 2001 TO: FROM: DAVI"ICHAEL DAVID R. ZAMOF COUNCIL T4 'LIBRARIAN A" UNITY DEVELOPMENT DIRECTOR SUBJECT: AWARD A CONTRACT FOR LIBRARY BUILDING CONSULTING SERVICES TO RAYMOND M. HOLT, LIBRARY CONSULTANT, IN THE AMOUNT OF $24,900 DATE: JULY 18, 2001 BACKGROUND: As you recall, the City of Colton and the Colton Joint Unified School District have an exciting opportunity to apply for Public Library Construction and Renovation Bond Act funds in order to build a new "joint use" library. The first cycle of grant applications will be due approximately July 1, 2002. The legislation stipulates that first priority will be given to co - located facilities that combine a public library and a public school library serving any combination of K-12 students in a single building. The State will provide 65% of a project's cost. The grant recipient (City and School District) will provide matching funds from "any available source" in an amount equal to 35% of the project cost. In order to pursue the grant, applicants will be required to complete lengthy and complex studies and reports in compliance with State regulations. Given the highly professional and competitive nature of the process, an outside library building consultant was deemed the most appropriate means in which to prepare these documents. To this end, in the prior two- year budget, Council previously appropriated $25,000 of Capital Improvement Fund (CIP) monies to secure the services of a building consultant. ANALYSIS/DISCUSSION: Over the past six months, the City Librarian and the Community Development Director have attended a number of State Library Construction and Renovation Bond Act meetings. Additionally, a number of exploratory meetings have taken place with City staff and Colton Joint Unified School District staff. Most recently, at the behest of Library Board President Robert Johnson, an organized structure empowered to pursue the grant has been created that includes the Superintendent of Schools, the School District's Manager of Facilities and Construction, the Colton City Manager, the Community Development Director, the City Librarian and two Library Board Trustees. This committee, entitled the State Library Building Grant Committee, has held two formal meetings and identified two immediate first steps: 1) Select the best potential building site; and 2) Select a library building consultant to complete a Library Needs Assessment, Library Plan of Service, Library Building Program, and other documents and activities required by State regulation. Item #22