Title
Recommendation to Authorize the City Manager to Execute a Service Provider Agreement with The Pivotal Group Consultant, Inc. to Complete a Five-Year Strategic Plan for the Library for a Total Agreement Compensation Not-to-Exceed $123,600. (Library 21052300)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Alameda Free Library (Library) posted a Request for Proposals (RFP) for a consultant to assist with the development of a five-year strategic plan because the current strategic plan ends in 2025. After a comprehensive review process, staff recommends approval of the Service Provider Agreement with The Pivotal Group Consultant, Inc. (Pivotal) for a total agreement compensation not-to-exceed $123,600.
BACKGROUND
The Library’s current five-year strategic plan began in 2020 and concludes in 2025. Before the current five-year strategic plan, the Library had strategic plans guiding its work from 2009 to 2014, and 2014 to 2019.
Although the COVID-19 pandemic disrupted the Library’s organizational priorities, there are successes that resulted from the 2020-2025 Strategic Plan. For example, the Library prioritized responsive technology, and today offers Wi-Fi hotspots and laptops for the community to checkout. Additional successes include a seed-lending library; kits for people to learn new skills like sewing, knitting, and do-it-yourself repairs; and the Library participates in community events. These are all priorities from the current strategic plan.
DISCUSSION
The Library issued an RFP for a strategic-plan consultant on October 7, 2024, with a due date of November 12, 2024 at 5:00 p.m. The Library received seven timely responses to the RFP. A team of four employees - three from the Library and one from Public Works - reviewed and rated the seven responses. Pivotal had the highest average score and the highest average ranking.
Pivotal worked with Berkeley Public Library to develop its 2024-2028 Strategic Plan. Additionally, Pivotal developed the County of San Diego Emergency Medical Services 2023-2027 Strategic Plan in partnership with San Diego County Fire.
In consultation with the Library, Pivotal’s work will occur in three stages. For the first stage, Pivotal will meet with Library leadership and designated staff to identify departmental goals and understand its organizational culture. Pivotal will conduct a needs assessment of the Library, including a facilities assessment for functionality, community need and other factors. Finally, Pivotal will facilitate a meeting for all library employees that introduces them to the strategic planning process and solicits their feedback.
During the second stage, Pivotal will conduct broad stakeholder engagement. The engagement will include an employee survey as well as a community survey in English, Spanish, and Chinese. Pivotal will interview City of Alameda (City) leadership including the City Council and the Library Board in addition to the City Manager and Assistant City Manager. This stage will also feature two forums with existing library partners, such as the Friends of Alameda Library, Alameda Unified School District, Alameda Point Collaborative and First 5 Alameda County. The City will also host six community forums, including one each in Spanish and Mandarin.
For the final stage, Pivotal will synthesize the feedback and data and assist library staff with drafting and finalizing the five-year strategic plan that will be presented to the Library Board and City Council.
Staff recommends City Council approve the Service Provider Agreement to develop a strategic direction for the Library based on employee and community input and feedback.
Should the term of this Service Provider Agreement need to be extended, without changing any other provision of the Service Provider Agreement as approved by the City Council, staff further requests that City Council grant the City Manager the discretion to do so by amendment without returning to City Council for further approval.
ALTERNATIVES
• Authorize the City Manager to execute the Service Provider Agreement.
• Direct staff to not pursue the service provider agreement and provide direction on ways to develop the Library’s five-year strategic plan.
FINANCIAL IMPACT
The total cost of the Service Provider Agreement is $123,600. The appropriation for strategic planning services is included in the Fiscal Year 2024-25 Budget and no additional funding is requested.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
The five-year strategic plan supports the City’s Fiscal Year 2023-26 Strategic Plan Priority to Enhance Community Safety and Services. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in the California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a service provider agreement with Pivotal to complete a five-year strategic plan for a total agreement compensation not-to-exceed $123,600.
Respectfully submitted,
Michael Eitner, Library Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Agreement
2. RFP Response