HomeMy WebLinkAboutAGENDA REPORT 2013 0904 CCSA REG ITEM 10E ITEM 10.E.
MOORPARK CITY COUNCIL !:110N:
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AGENDA REPORT
TO: Honorable City Council
FROM: Jennifer Mellon, Administrative Services Manager 1
DATE: August 4, 2013 (CC Meeting of 9/4/13)
SUBJECT: Consider Amendment No. 1 to the Agreementwith Library Systems and
Services, LLC and Consider Resolution Amending the Fiscal Year
2013/14 (FY 13114) Budget Allocating Funds from the Library Services
Fund (1010)
BACKGROUND AND DISCUSSION
On May 8, 2012, the City entered into a five-year Agreement with Library Systems and
Services, LLC (LSSI)for operation of the Moorpark City Library. This Agreement consists
of staffing and operation costs to provide daily management of the library. This
Amendment No. 1 to the Agreement you are considering tonight is to clarify the language
and intent within the original Agreement between the City and LSSI. Staffing costs were
called out per Fiscal Year in the Agreement and general expense costs were identified;
however, there was an error in the total cost of the Agreement in Section 7.1 and in the
agenda report.
In Exhibit B, Scope of Services and Compensation of the Agreement,the staffing costs are
broken out by year at a total cost of $2,195,524 for the term of the Agreement and the
general expense costs are identified to, "remain at twenty-five thousand dollars ($25,000)
for the term of the Agreement and will be invoiced by LSSI at a monthly amount of two
thousand eighty-three dollars and thirty-three cents ($2,833.33)." This implies that the
amount is just$25,000; not$25,000 per year as intended. The total general expense cost
for the term of the Agreement was to be $25,000 annually or$125,000 over the five-year
term of the Agreement as understood by both parties at the time the Agreement was
executed.
The actual total cost of the five-year agreement should include staffing at a cost of
$2,195,524 as well as the general expense cost of$25,000 per year for a total of$125,000
which was left out of the calculation. The total cost for staffing and general expenses for
LSSI to provide Library Services for the Term of the Agreement from July 1, 2011 through
June 30, 2016 should be $2,320,524.
SAAdministrative Services\AII ASD\1 Staff Reports\2013 Staff Reports\SR 13 0904 Consider Arndt 1 to LSSI Agmt and Budget
Amdt.doc
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Honorable City Council
September 4, 2013
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The Attached Amendment No. 1 to the LSSI Agreement corrects and clarifies the total cost
amounts.
FISCAL IMPACT
There will be an impact to the Library Services Fund (1010)of$25,000 in FY 13/14 as well
as in the remaining two years of the Agreement Term; FY 14/15 and FY 15/16.
STAFF RECOMMENDATION (ROLL CALL VOTE)
1) Authorize the City Manager to execute Amendment No. 1 to the Agreement with Library
Systems and Services, LLC
2) Adopt Resolution No. 2013- amending the budget for Fiscal Year 2013/14
allocating funds from the Library Services Fund (1010) budget.
Attachment 1: Amendment No. 1
Attachment 2: Resolution
288
AMENDMENT NO. 1
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
LIBRARY SYSTEMS AND SERVICES, LLC (LSSI) FOR OPERATION OF THE
MOORPARK CITY LIBRARY
This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal
Corporation ("City"), and Library Systems and Services, LLC (LSSI), a Maryland limited
liability company, ("Consultant') for operation of the Moorpark City Library is made and
entered into the day of , 2013.
RECITALS
WHEREAS, on May 8, 2012, the City and Consultant entered into an Agreement for
Consultant to provide library services including staffing and daily operations; and
WHEREAS, the Agreement compensation and payment Section 7.1 and Exhibit B,
Section G do not accurately reflect the total cost of the Agreement; and
WHEREAS, the $25,000.00 cost for general expenses which is to be paid annually
throughout the five-year term of the Agreement was not included in the total cost of the
Agreement; therefore, the total cost of the Agreement needs to be increased by $125,000.
NOW, THEREFORE, it is mutually agreed by and between the parties to amend the
Agreement as follows:
I. Section 7, COMPENSATION AND PAYMENT, is amended by replacing Section 7.1
in its entirety as follows:
Compensation for the services to be performed by Consultant shall be
in accordance with Exhibit B. Compensation shall not exceed the rates,
annual compensation limits, or total contract value of two million, three
hundred twenty thousand, five hundred twenty-four dollars ($2,320,524) as
stated in Exhibit B, without the written authorization of the City Manager.
Payment by City to Consultant shall be in accordance with the provisions of
the Agreement.
II. Exhibit B, Section G, GENERAL EXPENSES, is amended by changing the first
sentence of the section as follows:
General Expenses shall be set at twenty-five thousand dollars
($25,000) per year throughout the five-year term of the Agreement for a total
amount of one hundred twenty-five thousand dollars ($125,000) and will be
invoiced by LSSI at a monthly amount of two thousand eighty-three dollars
and thirty-three cents ($2,083.33).
Amendment No. 1 to Agreement between City of Moorpark and LSSI Page 1
289
III. Remaining Provisions:
Except as revised by this Amendment No. 1, all of the provisions of the Agreement
shall remain in full force and effect.
CITY OF MOORPARK LIBRARY SYSTEMS AND SERVICES, LLC
By: By:
Steven Kueny, City Manager Ronald Dubberly, CEO
Attest:
Maureen Benson, City Clerk
Amendment No. 1 to Agreement between City of Moorpark and LSSI Page 2
290
Attachment 2
RESOLUTION NO. 2013-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2013/14 BUDGET TO ALLOCATE $25,000.00 FROM THE
LIBRARY SERVICES FUND (1010) FOR AMENDMENT NO. 1
TO THE AGREEMENT WITH LIBRARY SYSTEMS AND
SERVICES, LLC.
WHEREAS, on May 8, 2012, the City entered into an Agreement with Library
Systems and Services, LLC (LSSI); and
WHEREAS, a staff report has been presented to said Council requesting a budget
amendment allocating $25,000.00 from the Library Services Fund (1010)for Amendment
No. 1 to the Agreement with LSSI ; and
WHEREAS, Exhibit"A" hereof describes said budget amendment and the resulting
impact to the budget line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment allocating $25,000.00 from the Library Services
Fund (1010), more particularly described in Exhibit"A"attached hereto is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall
cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 4th day of September, 2013.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit A— Budget Amendment
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Honorable City Council
September 4, 2013
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EXHIBIT A
BUDGET AMENDMENT FROM THE LIBRARY SERVICES FUND FOR AMENDMENT
NO. 1 TO THE AGREEMENT WITH LIBRARY SYSTEMS AND SERVICES, LLC.
FUND ALLOCATION FROM:
FUND TITLE FUND ACCOUNT NUMBER AMOUNT
Library Services Fund 1010-5500 $25,000.00
Total $25,000.00
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
BUDGET NUMBER ADOPTED REVISION ADJUSTED
1010.7640.0000.9205 $60,000.00 $25,000.00 $85,000.00
Total $60,000.00 $25,000.00 $85,000.00
Finance approval:
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