Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with One Workplace to Procure and Install Privacy Pods for Study and Group or Independent Work at the Main Library for $269,806.03 and to Negotiate and Approve Cumulative Contract Amendments Up to 9% or $24,303.00 for a Total Not-To-Exceed Amount of $294,109.03
Staffreport
COUNCIL PRIORITY
• Quality of Life
• Economic Development
• Infrastructure
SUMMARY
Since the pandemic has made virtual meetings, classes, and meet-ups the norm, the need for spaces for patrons to participate in or host virtual meetings has grown. These privacy pods fulfill that need allowing for four 4-person pods and two single-use pods for patrons to use for virtual meetings/study or in person group or independent work where talking is necessary or silence is required. The glass pods keep the noise to a minimum because a modern library is busy with activity and no longer the quiet place libraries once were. That said, a need for quiet and perceived privacy still exists, so providing these pods fulfills that need.
RECOMMENDATIONS
Staff recommends the City Council adopt a resolution to approve and authorize the City Manager to execute a Consulting Services Agreement with One Workplace to procure and install privacy pods for study and group or independent work at the Main Library for $269,806.03 and for the City Manager or her designee to negotiate and approve cumulative contract amendments up to 9% or $24,303.00 for a total not-to-exceed amount of $294,109.03.
BACKGROUND
While the Main Library has many large rooms for the public to reserve, the process is lengthy and requires a lot of staff intervention to determine if the room requires a fee or is free of charge. Furthermore, the largest rooms are usually too big for most patrons’ needs. For example, one person could take up a room for 25-300 people, which could impact the Library’s ability to use those rooms for programming, as well as other community members who want to use the rooms for their group meetings. The Main Library doesn’t have smaller, quick-use, spaces that patrons can access for short periods of time.
The Manor Branch library has 2 study rooms that operate in a quick use fashion, and they are booked for use up to 24 hours in advance for up to 2 hours at a time, and they are in constant use.
In addition to the anecdotal evidence of patrons requesting this kind of space more since the pandemic, the public was loud and clear in their need for these small, accessible, short term use spaces in the Library’s strategic planning focus groups. People of all ages asked for spaces that can accommodate virtual meetings and classes. They also, explained that there was, “nowhere in the library to work together without bugging others.”
Additionally, the City Council Quality of Life Priorities that involve technology: Identify, develop, and implement structured times in different modalities for the teaching of digital literacy skills for seniors and adults, especially for people with low skills; Teach Artificial Intelligence literacy to better equip San Leandrans to embrace, interpret, understand, utilize, and consider the ethics of AI; Develop partnerships with organizations to provide basic IT skills workshops, new and emerging technologies, and coding for adults, will all benefit from having these Pod spaces by providing areas to either practice in or teach in, be it library staff, technology tutor volunteers, or organizational partners.
Lastly, these pods will provide better spaces for the Library’s Project Literacy Tutors and Learners to meet. Project Literacy teaches English to adult learners. Without a proper place to meet in the library for one-on-one instruction, tutors and learners often struggle to find a place to meet, especially early on when both individuals are getting to know one another.
Analysis
Funding was carried over from FY2024 to FY2025 to pay for the pods to fulfill this need. The City has used the Sourcewell Contract that the City is a member of to secure the products and the vendor. Sourcewell is a pre-bid, competitively solicited cooperative contract allowing governments to purchase goods and services from a network of pre-approved suppliers, streamlining the procurement process and saving time and money by locking in pricing.
The specific advantage to these pods versus other options on the market is that they have a louvered ceiling, where in a fire emergency the louvers open exposing the interior of the pod to the building’s fire suppression sprinkler system, saving tens of thousands of dollars in installation. Both the Building Division and the Fire Department have approved these pods and the plans for installation. The four larger pods are designed to be ADA compliant to meet that requirement and have furniture on wheels for easy repositioning.
One Workplace has agreed to the Consulting Services Agreement and provided the City with a Payment Bond, Performance Bond, and Insurance. And while we believe the bid is firm, installation will be in an older facility and require a structural engineer’s review, so contract amendments and additional funds may be needed to pay for unforeseen issues during installation.
Committee Review and Actions
On October 23, 2024, the City Council Finance Committee approved carryover funds from FY2024 to FY2025 for the purpose of acquiring and installing these privacy pods.
Applicable General Plan Policies
• GOAL CSF-3 Sustain and expand a public library system that provides a destination for exploration and discovery, knowledge and information, leisure and cultural enrichment, and life-long learning opportunities for persons of all ages.
o Policy CSF-3.1 Library Expansion and Upgrades. Support the expansion and upgrading of public library facilities and services to keep pace with changes in information technology and community needs.
o Action CSF-3.1.A: Library Modernization Continue to pursue the modernization of San Leandro's libraries to incorporate emerging technology and best practices in library design.
o Policy CSF-3.4 Libraries as Neighborhood Centers. Promote programs and events that affirm the role of the City’s libraries as community and neighborhood gathering places and that reflect the City’s diverse population.
o Policy CSF-3.5 Resources for Self-Improvement. Ensure that San Leandro’s libraries and other community institutions provide a setting for the open exchange of ideas and information and provide an opportunity for residents of all backgrounds to improve their skills and knowledge.
• GOAL CSF-4 Maximize access to information and communication services for San Leandro residents and businesses.
o Policy CSF-4.3 Computer Training and Digital Literacy. Support continuing education and computer training programs to increase computer literacy and skill levels among San Leandro residents.
Summary of Public Outreach Efforts
From July 17-28, 2023, the Library conducted over 30 focus group sessions with about 175 community members of all ages, socioeconomic backgrounds, ethnicities, as well as in English, Mandarin, and Spanish and the overwhelming response was small, semi-private rooms were needed. Those who used the Manor Brach library’s Study Rooms desired more rooms like those. Also, since then, the Library has only seen more need. When we tell patrons that we are working on bringing the pods as a solution to the Main Library, we receive a supportive reaction to this solution.
Legal Analysis
The City Attorney reviewed these documents and agreements and approved them as to form. The consultant has agreed to the terms of the contract.
Financial Impacts
Sufficient funds are included in the Fiscal Year 2024-2025 General Fund budget for the privacy pod procurement and installation services:
• General Fund Account 010-68-001-7410: $269,806.03
• Total $269,806.03
This Council action will not impact fund balance because there are funds available in the FY2024-2025 adopted budget.
Furthermore, if Contract Amendments are needed up to the 9% or $24,303.00, Council action will not impact fund balance because there are funds available in the FY2024-2025 adopted budget.
ATTACHMENTS
A: Resolution CSA with One Workplace for Privacy Pods
B: CSA Scope of Work
C: CSA Compensation Schedule
D: Original CSA between the City of San Leandro and One Workplace
E: Renderings
F: Pod Floor Plan Layout
PREPARED BY: Brian Simons, Library Director, Library Services Department