LSSI Technical Proposal Nevada County Library Operations Nevada County, California

Proposal in Response to: Nevada County REP: Library Operations
Dated October 19, 2009 Due Date: November 19, 2009, 2:00 p.m. PST

Submitted to:
Nevada County Purchasing Division

Eric Rood Administrative Center 950 Maidu Avenue Nevada City, California 95959

Submitted by:
Library Systems & Services, LLC 12850 Middlebrook Road, Suite 400 Germantown, MD 20874-5244 www.lssi.com
Innovation. Experience. Opportunity. A Brighter Futurefor your Libra;y. LSSI is an Equal Opportunity Employer

S

S

~3’

C

LIBRARY SYSTEMS & SERvICES, LLC

Partnering with Communities to Build Better Libraries

November 19, 2009 Mr. Gerry Benson Purchasing Division, County ofNevada 950 Maidu Avenue Nevada City, California 95959 RE: Proposal in response to Nevada County RFP for Nevada County Library Operations Dear Mr. Benson: LSSI welcomes the opportunity to offer the residents of Nevada County, California a cost-effective alternative for the provision of their library services. Our attached proposal describes how LSSI can work with Nevada County to improve services and efficiency in your six library locations by keeping them open for 14% more hours, including Sunday, and for a cost that is nearly 7% less than the current budget proposed by the County. LSSI proposes to manage and operate the Nevada County public libraries for a minimum of 179 hours per week, which is an increase of 21.5 hours a week more than the current hours of operation. In addition, LSSI will increase the annual budget for materials. LSSI will interview and hire, at their current salaries, all incumbent staff members who wish to remain with the library system. The improvements we offer come from our extensive experience in sixty-three diverse libraries nationwide, including many similar in demographics and library usage to those in Nevada County. In addition, during the early months of the contract LSSI proposes to invest corporate resources totaling more than $130,000 for capital improvements according to a plan to be discussed with Nevada County. Immediate needs to be addressed include a variety of upgrades such as additional or replacement computers and computer stations, software for self-service computer scheduling and printing, improved self-check-out equipment, new receipt printers, furniture such as comfortable chairs and new book display units, buildings and facilities upgrades such as improved lighting, and a courier service to transport materials between library locations. LSSI’s plan for operating Nevada County’s Library System also provides for more substantial investments to be made later, on a mutually agreed upon timeline, to establish and operate best-practice patron service add-ons such as the use of RFID technology. We are able to achieve operational efficiencies because for the past 27 years, LSSI’s sole business has been providing innovative services and products to libraries, a specialization that focuses all of our corporate resources on this single operational area. During this time, LSSI has become recognized as the leader in the provision of outsourced library management and operation services. We partner with communities of all types and sizes, ranging from the City of Red Oak, Texas with a population of 10,000, to Riverside County, California with nearly two million residents. LSS1’s corporate philosophy is to work as a team with our customers, adding our expertise to the expertise of the local authorities, community library groups, and local library staff members to ensure the best possible service levels are achieved.

LSSI Headquarters Office 12850 Middlebrook Road, Suite 400 Germantown, MD 20874 301/540-5100 301/540-5522 fax
. . .

LSSI is an Equal Opportunity Employer

Since 1997, LSSI has operated the Riverside County Library System, which has expanded under LSSI’s management from twenty-four to thirty-three branches and two bookmobiles. Other California libraries LSS1 operates include the Moorpark Library and the three-branch Shasta Public Libraries. LSSI also staffs and operates the fifteen-branch Jackson County, Oregon Library Services. In Texas, LSSI operates libraries for the cities of Red Oak, Leander, and San Juan. LSSI also operates seven public libraries for five cities in Tennessee and one county in Kansas. In each case, under LSSI’s leadership the hours of operation, programming for the communities, and materials spending have all increased substantially. In Riverside County alone, LSSI has helped to raise more than $5 million in supplemental funding to improve library services. Perhaps most importantly, each library has become a visible cornerstone of its community and a destination enjoyed by everyone. Under our management contracts, LSSI provides highly-qualified staff with directly relevant experience, as well as any necessary back-up staff or staffing replacements. LSSI currently has a total staff of nearly 750 employees, more than 90 of whom are professional librarians with MLS degrees from ALAaccredited MLS programs. After each contract begins, the LSSI Management Team closely monitors library functions and makes changes or modifications to the staffing and management plans as necessary. LSSI’s staff members carefully adhere to all local operating standards and policies, and are flexible in providing whatever services are needed. In summary, in Nevada County, LSSI will increase the libraries’ hours of operation by more than 14%, reduce the operating budget by nearly 7% annually and increase the materials spending budget. We guarantee a smooth and quick transition with no disruption of library services. The County will also benefit from LSSI’s contribution of corporate financial resources to improve technology, facilities, and services both immediately, and over the longer term. During the hours of library operations, LSSI will ensure an array of adult and children’s programming, effective outreach services, and excellent customer service for which we are known in our client libraries nationwide. It is important to note that LSSI does not acquire ownership of any 1ibrar~’ ssets, make any policy decisions, or charge any additional user fees. a Simply stated, your public library remains publically owned and operated while you contract with LSSI to manage the Library System to fully serve the needs of the residents ofNevada County. If you have any questions about this proposal, please call me on (301) 540-5100, extension 233. We look forward to partnering with Nevada County to provide innovative, progressive management services to support improved customer service and efficiency in the management ofthe County’s libraries. Cordially

Officer (CEO)

LSSI Proposal for Nevada County Library.Operafions
County of Nevada

November 19, 2009

REP: Library Operations Page 12 of 19

ATTACHMENT A COVER SHEET Applicant Agency: Library Systems & Services, LLC Contact Person Name and Title: Frank A. Pezzanfte, CEO Address: 12850 Middlebrook Rd., Suite 400, Germantown, MD 20874-5244 Phone: 301-540-5100, X 233 E-mail: frank.pezzanite@lssi.com Type of entity: Limited Uability Corporation (e.g., corporation, sole-proprietorship, non-profit organization, public agency, etc.) Federal Tax ID: 52-2003416 Fax: 301-540-5122

Date

Business Confidential—LSSI proprietary information

3

LSSI Proposal for Nevada County Library Operations

November 19, 2009

NEVADA COUNTY LIBRARY OPERATIONS TECHNICAL PROPOSAL TABLE OF CONTENTS
Proposal Cover Sheet (Attachment A from RFP) Introduction 2 and Overview

Description of LSSI 2.1 Corporate Overview and History 2.2 Key Staff Members 2.3 Corporate Experience and References 2.4 Current, Pending or Past Litigation LSSI’s Proposed Project Plan 3.1 Ability to Perform the Scope ofWork Described 3.13 General 3.1.2 Staffing 3.1.3 Hours of Operation 33.4 Circulation and Reference Materials 3.1.5 Planning and Performance Monitoring 3.1.6 Budget and Finance 3.1.7 Facilities and Equipment 3.1.7.1 Library Buildings, Grounds and Building Systems 3.1.7.2 Leases 33.7.3 Janitorial Services 3.1.7.4 Information Technology 3.1.7.5 Horizon ILS 3.1.7.6 Furnishings and Equipment 3.1.7.7 Self-checkout Equipment 3.1.7.8 Library Services and Programs 3.1.7.9 Community Relations 3.1.7.10 Experience/Competence Managing Public Library Operations 3.2 Proposed Timeline for Implementing Scope ofWork 3.3 Overall Approach to Providing Services 3.4 Related Experience

3

APPENDICES A. B. C. Ii Detailed Resumes for Key Staff Members Related Project Descriptions Proposed Implementation Timeline with Milestones Twelve Assurances Required by Section 3 ofthe RFP

Business Confidential—LSSI proprietary information

4

LSSI Proposal for Nevada County Library Operations

November 19, 2009

NEVADA COUNTY LIBRARY OPERATIONS TECHNICAL PROPOSAL
1 Introduction and Overview

r
P
[T:

LSSI is the premier company providing outsourced library management services to cities and counties in the United States. Since its founding in 1981, LSSI has helped libraries become more responsive to local needs, even during difficult economic times. Today LSSI has 750 staff members and operates 63 public library facilities with a staff of approximately 550 people in its public libraries division, including more than 90 professional MLS-degreed librarians. We have managed public libraries since 1997, and federal libraries since 1982. In California, LSSI manages the Riverside County Library System, with 33 branches and two bookmobiles; the Moorpark Library; and the three facilities of the Shasta Public Libraries. We also manage the fifteen-branch Jackson County, Oregon library system; seven public libraries in Tennessee, including the Germantown, Tennessee Regional Genealogy and History Center; three libraries in Texas; and one library in Kansas. Five of these library systems are county-wide systems: Riverside and Shasta counties in California; Finney County, Kansas; Jackson County, Oregon; and Madison County, Tennessee. LSSI’s management has increased the hours of operation, number of items circulated, number of programs presented, and overall usage of library services in each of these libraries.
LSSI uses a team approach to staffing that provides the highest levels of library expertise at the lowest possible costs. LSSI’s off-site Management Team includes senior-level library professionals, some with more than 30 years of experience in specialties including automation, collection development, LSSI Librarians focus on children’s programming, literacy services, grant writing, patrons. marketing and outreach, recruiting, and long range planning. _________________________ (Medford, OR) These LSSI staff members will participate actively iii the establishment of library procedures and protocols during the transition period, and will be available to the on-site library staff as needed throughout the contract. The first task facing the Nevada County Library will be the successful transition from the current County-managed library system to a contractor-operated library system. In the sections that follow, we have addressed the areas of library operations outlined in the RFP. We have included a proposed timeline that details the most important tasks that will need to be undertaken to make that transition seamless for the library’s users. If a contract award decision is made in December 2009 and the contract operations begin on February 1, 2010, LSSI will begin the transition in January 2010 if we are the selected vendor. This month will be used to meet with the library’s staff and major stakeholders, review the status of the library, analyze the library’s system-wide collection, define critical tasks to be completed, and set the groundwork to begin all facets of

I:].
In

P [.1.

P

L
Business Confidential—LSSI proprietary information

5

LSSI Proposal for Nevada County Library Operations

November 19, 2009

library operation, collection development, programming, outreach, automation, technology, adoption of library policies, and marketing and publicity. The County views its Library as a popular and successful service. Under LSSI’s management, the Library can improve its services to the community by targeting the informational, educational, cultural, and entertainment needs and desires of current users and non-users of the Library’s facilities and services. We understand that making the cost of these services more economical is a primary driver in the County’s move toward outsourcing, and in the pages which follow, we will show some ofthe advantages a contract with LSSI offers to the County. Through improved marketing and outreach programs, LSSI will continue to forge ties between the Library and local civic organizations, businesses and schools; we will also reach out to underserved segments of the community, including seniors, teens, home-schoolers, and the illiterate, creating special programming and collections for each of these conmrnnity groups. Our goal will be a County library that has something for everyone, serving the entire community regardless of age, background, education, or interests. We will encourage the involvement of all interested citizens through participation in the Friends ofthe Library and other library support groups. To more fully understand the current state of the Nevada County Library, and to be able to respond knowledgeably to the County’s Request for Proposals, LSSI has reviewed information about the Library and its services. Four senior LSSI staff members visited Nevada County, California on November 6, 2009, touring four of the six County branches during that visit: the Madelyn Helling Library, the Doris Foley Historical Library, the Grass Valley Royce Branch, and the Truckee Library. In addition, LSSI has studied the Nevada County Library Strategic Plan 2009-2014, and its appendices.: the Library Technology Plan implemented in fall 2007 and updated in 2008 or 2009, and the Customer Survey Results from 2005. We have also reviewed the Library’s website. Through this research we have gained insight into the Library’s recent history, including the direction in which the Library is moving, and have incorporated that knowledge into our project plan.

LSSI recognizes that our mutual success during the coming years will require working closely with the Nevada County Executive Officer and his staff, including the Chief Information Officer and the County Librarian; the Nevada County Board of Supervisors, Citizens’ Oversight Comnittee, Truckee Friends and the Friends of the Nevada County Libraries, Nevada County Library Foundation, other local elected and appointed officials, the Literacy Program’s Read Up! Support Council, the pool of dedicated library volunteers, other community institutions and organizations, and the library’s own professional and support staff. Our primary focus will be on providing superior library services for the residents of Nevada County, with an emphasis on delivering outstanding customer service. Our solutions will be tailored to the specific needs of the residents of Nevada County and will be implemented without sacrificing the benefits of the institutional relationships that enable the Nevada County Library to operate today. LSSI is confident that our collective efforts will create an environment that will stimulate and energize the library staff and motivate the citizens of Nevada County to support and use their libraries, enhancing the reputation of the libraries and placing them in the forefront of library service in the region. Everyone at LSSI looks forward to being a part of the expansion and growth of library services in Nevada County. We feel that LSSI is uniquely qualified to help

Business Confidential—LSSI proprietary information

6

LSSI Proposal for Nevada County Library Operations

November

19, 2009

Nevada County provide exemplary library services to its communities and to achieve its goal of providing efficient administration and delivery of services to library patrons at a reasonable cost.

P P

2

Description of LSSI 2.1 Corporate Overview and History

Library Systems & Services, LLC (LSSI) was founded in 1981 by Frank and Judy Pezzanite to provide technical and management services to libraries in communities, federal agencies, universities, school districts, and corporations. Early clients were primarily large departments in the federal government such as the Library of Congress and the Smithsonian Institution; both of these organizations continue as current LSSI customers after more than 20 years. Nearly 70 LSSI staff members currently work at the Library of Congress on seven different contracts to provide various types of specialized services, tangible proof of the Library’s satisfaction with LSSI’s work. In 1997, LSSI won its first large public library contract to operate and manage the Riverside County (California) Library System, which consisted at that time of 24 library branches and one bookmobile. LSSJ continues to operate this library system, which has grown under our management to its current size of 33 branches and two bookmobiles.
Our nationwide network of public libraries now includes communities and libraries of

tremendous diversity: we manage large multi-site systems such as Riverside County, California; single site small libraries such as San Juan and Red Oak, Texas; sites that have expanded under our management like Jackson-Madison County, Tennessee and Riverside County; sites with historicallgenealogical installations such as Germantown and Jackson-Madison County, Tennessee, Finney County, Kansas, and Riverside County; and those that struggled under severe budget-constraints such as Jackson County, Oregon. LSSI embraces these differences and brings new energy and resources to all of our contract sites, regardless of their characteristics or circumstances.

2.2

Key Staff Members

L

LSSI attributes much of its success in managing sixty-three library sites nationwide to a robust mixture of experience and skill sets—from persons employed directly in the communities we serve as well as those at the corporate level—to support our work in those communities. In addition to individuals described below in Section 3.1.2 pertaining specifically to staffing for Nevada County, we offer a library management infrastructure built on the talents and commitment of LSSI’s Management Team. The accomplishments often key members of LSSI’s team are described briefly below; more detailed resumes are included in Appendix A. LSSI’s Management Team brings specialized expertise to each LSSI Library, at no charge to individual contracts.

Business Confidential—LSSI proprietary information

L L

LSSI Proposal for Nevada County Library Operations

November

19, 2009

Frank and Judy Pezzanite are the co-founders and owners of Library Systems & Services, LLC.

As LSSI’s CEO, Frank Pezzanite has more than thirty-five years of experience working with library automation, including ground-breaking technology and library systems advances. Among his many accomplishments is the development of the award-winning MINI MARC minicomputer cataloging system, one of the first systems to use optical disk and compact disc technology; and the design and implementatioh of interlibrary loan networks for the states of Louisiana, Mississippi, and Iowa. He also spearheaded the development of LSSI’s Virtual Reference product and 24/7 reference call center capability. Judy Pezzanite is an MLS-degreed librarian who has managed large library operations for more than thirty-five years. She has consulted on numerous projects with federal government agencies, and has directed staff performing a wide variety of technical library tasks. She was the author of MARC Format Cards for Books, Serials, Visual Materials, Authority Data, and Holdings Data. Ms. Pezzanite is a member of LSSI’s Transition Team, and has been instrumental in the start-up of each ofLSSI’s public library management contracts. Together, Frank and Judy Pezzanite have advanced LSSI’s growth and development by building a unique and dynamic team of outstanding library professionals dedicated to delivering superior customer service. This vision has enabled LSSI’s national network of community public libraries to grow. They continue to support and inspire LSSI’s library managers and staff in community libraries coast-to-coast from corporate bases in Maryland and California. Overall management for LSSI’s public library contracts is provided by Ron Dubberly, LSSI’s President for Public Library Operations. Mr. Dubberly brings to this position nearly forty years of experience as a library director and consultant, including serving as Director of the renowned Seattle (WA) Public Libra~yand the large Atlanta-Fulton County (GA) Public Library. He worked as a library consultant for ten years before joining LSSI, providing professional guidance to libraries across the US on building projects, strategic planning, service improvements, and planning for results. He is a past president of the Public Library Association (1978-80), and one of the moving forces behind that Association’s development of the Planning for Results Process. He was a member of the 1987 and 1998 committees who created the publications instructing librarians in how to use this process at a local level to achieve superior results. Mr. Dubberly has consulted with both local officials and national experts to bring best-practice thinking to important library functions such as collection development, programming, strategic planning, and professional development. He leads strategic planning sessions for LSSI’s customers, and provides guidance and mentoring to LSSI’s librarians throughout the country. Mr. Dubberly is ably assisted in managing LSSI’s public library operations by two Vice Presidents, Mark Smith and Steve Coffthan, who are themselves well-known in the library world. As LSSI’s Vice President for Public Library Operations/West, Mark Smith oversees LSSI’s west coast contracts, including contracts with Moorpark, Riverside County and Shasta County in California, as well as with Jackson County, Oregon. He has worked for LSSI since 1999; prior to joining LSSI, Mr. Smith worked for the Texas State Library and directed communications services for the Texas Library Association, the largest state library association in the US. He also worked as a library director in New Jersey. Mr. Smith has helped to secure more than $8 million in grants for the Riverside County Library System, and was instrumental in winning Riverside County the honor of hosting ALA’s prestigious Arbuthnot Lecture in spring

Business Confidential—LSSI proprietary information

8

LSSI Proposal for Nevada County LibraryOperations

November 19, 2009

2010. He is the author of three books on library subjects, most recently co-authoring the title, “Training Library Staff and Volunteers to Provide Extraordinary Customer Service” (NealSchuman, 2006). He has also written several articles on libraries and library services for library publications. Mr. Smith was the recipient of the 2003 California Library Association Member of the Year Award, and played a key role in orgai3izing CLA’s legislative efforts to seek support from Congress for library issues. Steve Coffman, LSSI’s Vice President of Library Operations/East, joined LSSI in 2000. He manages all library operations for LSSI’s client libraries in Tennessee, Texas, and Kansas. Mr. Coffman initially headed LSSI’s Product Development team, concentrating particularly on the company’s Virtual Reference research and development project, including the creation and management of a 24/7 reference call center. He previously worked for the Los Angeles County Public Library, where he pioneered web-based reference services. Mr. Coffman has written many articles for library publications including the conversation-starting “W’7iat If You Ran Your Library Like a Bookstore?” (American Libraries), and “Building Earth ~ Largest Library” (Searcher). For LSSI, he has explored alternative library funding solutions, collection development and cataloging technologies, the establishment of meaningful library metrics, and the codification and implementation of best practices for libraries. Mr. Coffinan speaks at national and international library events and conferences, and is one of the library profession’s acknowledged forward thinkers. Together, Ron Dubberly, Mark Smith and Steve Coffinan bring unique and specialized highlevel library expertise to LSSI’s strategic thinking for community-based programming, advances in ILS configurations for the fixture, and new service models. They contribute their knowledge to all ofLSSI’s customers, assisting with special projects as needed, regardless of location. Mark Smith will be the Vice President responsible for oversight of the Nevada County Library System. He will be assisted by Jan Erickson, LSSI’s Director of the Shasta County Public Libraries located in Redding, Anderson, and Burney, California. Ms. Erickson joined LSSI two years ago; prior to that time she managed the Lake Oswego Public Library in Oregon for five years. Under her leadership, both the Shasta County and Lake Oswego libraries saw dramatic increases in circulation, visits, registered users, and community programming. In Shasta County, Ms. Erickson organized and led an in-depth strategic planning effort involving focus groups of citizens, input from the Library Advisory Committee, and ultimately, adoption of the plan by the Municipal Board of Trustees. The strategic plan identifies five priorities—lifelong learning, information literacy, basic literacy, best sellers/hot topics, and public spaces—that will guide library management allocation of time and resources. A recent independently conducted customer survey produced overwhelmingly positive results about the services now offered by the Shasta County Library; under her leadership, the Lake Oswego system received the highest HAPLR score possible for an Oregon public library. Top-notch teclmology support will be particularly important to achieve all ofthe goals expressed in the Nevada County Library’s Library Technology Plan. LSSI offers the services of Luther Brady, LSSI’s Senior IT Manager/Network Administrator, who is based in LSSI’s California offices. Mr. Brady’s experience includes more than twenty years of work with integrated library systems and library networking products, including previous positions with Dynix, GEAC,

P

[

Business Confldential—LSSI proprietary information

9

L

LSSI Proposal for Nevada County Library Operations

November 19, 2009

RetroLink, and AutoGraphics. As a result of his long career specializing in library automation, Mr. Brady has developed extensive contacts throughout the library vendor community, and through these contacts and his own extensive experience is able to quickly resolve most technical
issues encountered. Mr. Brady and his staff support technology advances in all LSSI-managed

libraries nationwide; they will handle the migration of an LSSI-managed library from Horizon to Polaris in December 2009. He is also coordinating a pilot program to re-write the Riverside County Library System webpage to make it a true Library 2.0 site; this pilot should be completed in early 2010, and the knowledge gained will be disseminathd throughout the LSSI family of libraries. Mr. Brady has also overseen the conversion of several ofthe Riverside County libraries from barcode symbology to RFID technology, and has provided cost-benefit analyses for these conversions. Like other members of the LSSI Management Team, Mr. Brady’s skills, knowledge and experience are available to all LSSI customers, regardless of location, whenever needed. Jemima Perry, LSSI’s Director of Training and Transition services, is also located on the West Coast but serves all LSSI sites as LSSI’s corporate trainer and educator. Her curriculum varies based on local library requests for help as well as on identiQ6ng areas of library practice that are changing and evolving to meet new needs in the library profession. Ms. Perry has developed multimedia coursework for a variety of customer service topics, including dealing with difficult patrons, modeling and teaching customer service behaviors as a supervisor, and improving telephone etiquette. She also provides instructional sessions on topics such as harassment-free workplaces mandated by federal or state regulations. Ms. Perry works closely with LSSI’s onsite staff members nationwide, provides access to professional development resources, and identifies sources of information accessible to all LSSI senior staff through their companyprovided memberships in the American Library Association. Ms. Perry serves all LSSI sites as appropriate through a mixture of on-site and long-distance services. Graphic arts support for LSSI-managed libraries is provided by Yesenia Araiza, a professional graphic designer who has worked in LSSI’s California office since 2006. Her beautiful graphic
work provides a highly professional look to LSSI programs and services. She has designed

posters, brochures, fliers, and bookmarks to promote programming at most of LSSI~slibrary sites. She has designed library cards for all west coast locations, including an innovative set of four alternate designs from which users in Jackson County, Oregon can select when getting a new card. She also designed the artwork for the eyecatching Riverside County Bookmobile launched in June 2008. Ms. Araiza’s artwork is also used by libraries outside of LSSI. Last year, the Southern California Library Cooperative (SCLC) contracted with LSSI to have Ms Araiza design the publicity materials for the Statewide Dia de los Nifios/Dia de los Libros web page; those designs can be viewed at http://www.diacalifornia.org/. Her work for the LSSI’s graphic artist designed Moorpark, California Library won a PR Excellence artwork and text for Riverside’s new award, and her art has been featured in the Liquid bookmobile: Spanish on one side, Library Design magazine. Ms. Araiza’s services help English on the other. to ensure that all publications created and distributed ___________________________________
~ ..~ — - - --

Business Confidential—LSSI proprietaryinformation

10

LSSI Proposal for Nevada County Library OperatIons

November 19, 2009

4

by LSSI-managed libraries are professionally designed and produced. She joined LSSI after a career in marketing art for the San Bernardino Sun newspaper. Bob Windrow has more than 30 years experience with library automation. He has led LSSI’s sales and marketing activities since joining the company in 1990, most recently working with LSSI’s team on an RFID project in Santa Clara County, California for a collection of 1.6 million items in eight branches and two bookmobiles. He began his career at Xerox as District Sales Manager and Salesperson of the Year, then was Vice President of Sales with CLSI, an early ILS vendor. At Informatics, Inc., Mr. Windrow was Director, Sales and Marketing for three years, developing successful advertising and promotion campaigns. Just before joining LSSI, he was President/COO of Nationwide Fulfillment Systems, realigning middle management to focus on client services for a dramatic improvement in customer satisfaction. 2.3 Corporate Experience and References

P

LSSI is the leading provider of innovative, progressive management services to libraries in a variety of settings. As noted above, we operate libraries in five county-wide systems; in thur cities (with branches)/ and in three single sites. In total, we provide management services for sixty-three libraries nationwide, giving us a breadth and depth of experience that enables us to continually improve both the effectiveness and the efficiency of our client
.

LSSI’s Customers Speak: Partnership with LSSI Ensures .Return on Investment: Before LSSI,
“Cutbacks left the library system in a shambles...Now we are able to be open more hours and we can add staff The result has been a win-win for everyone (Tom DeSantis, Riverside County, California)

1:;.

libraries.

•Customer and Staff Satisfaction: “The
library staff is feeling good about LSSI assuming this responsibility and the county Commissioners are also onboard.” (Melva Barlow, Library Board Chair, Finney Cçunty, Kansas)

LSSI’s assets include a lean but talented and
motivated headquarters staff of MLS-degreed

librarians, human resources specialists, IT and network administrators, and accountants. As a corporation, LSSI has professional librarians at •Results: “In only three years, LSSI has helped all levels: as owners, senior officers, our circulation triple, restored Sunday hours, and opened our first branch library. LSSI has headquarters staff, library managers at met or exceeded all our expectations, and our individual sites, members of the Board of board recently voted unanimously to extend Directors, and advisors on the LSSI Advisory theft contract.” (Sharon Younger, Library Board Council. An equally valuable resource to our Chair, Jackson/Madison County, Tennessee) client libraries is LSSI’s Senior Staff, a group of knowledgeable, experienced LSSI library .Speed to Solution: “Overnight the City moved beyond just owning a library building. staff members located in LSSI-operated We hit the ground running with LSSI leading libraries nationwide. Each LSSI-managed the way.” (Sharon Goldsworthy, Mayor, library has at least one representative member Germantown, Tennessee) in the LSSI Senior Staff group. These employees form a corporate network of library expertise, offering insight and support to each other, and occasionally working to provide corporate support in other locations. This network i~strengthened through regular annual

L

Business Confidential—LSSI proprietary information

11

L: . L

LSSI Proposal for Nevada County Library Operations

November 19, 2009

meetings of the LSSI Senior Staff at LSSI Day, timed and located to coincide with ALA’s annual conferences. The group currently has 40+ members; LSSI pays for ALA membership for all members of the group, who also attend the ALA Conference. The experience gained in day-today library management in 63 different libraries provides a foundation of knowledge that is available to all of LSSI’s clients; however, the particulars of the service priorities and operations of each community’s library are tailored to meet local needs and demographics. As cited above, our clients benefit from these staff and corporate resources. In addition, LSSI has received numerous awards citing its outstanding performance in managing and improving library services. Two notable awards are a Merit Award from the Califomia State Association of Counties for our successful management of the Riverside County Library System, and a Program Recognition Award from the National Council for Public-Private Partnerships. In 2005, the American Library Association awarded the LSSI Riverside County Library System the prestigious John Cotton Dana Award for its outstanding literacy programming. More recently, the Riverside County Library System was one oftwo libraries selected to receive the 2008 Mora Award from Reforma thr its promotion of Dia de los Nifios / DIa de los Libros (Day of the Child / Day of the Book). Riverside County was recently selected to host ALA’s prestigious Arbuthnot Lecture in spring 2010, the first time in fifteen years that a Calithrnia library has received this honor. Also in 2008 (the latest year for which information is available), the LSSI-operated Germantown Community Library was ranked as the second-best library of its size in the state of Tennessee by Hemien’s American Public Library Ratings (HAPLR). This library has also been selected as one of only twelve libraries nationwide to receive an ALA grant for a special, high-demand monthlong Harry Potter exhibit. Following is a list of LSSI’s current public library management customers and their contact information. We encourage Nevada County officials to contact any of these references. Detailed project descriptions for each of LSSI’s current public library contracts are included in Appendix B.
-

Client
Arlington, TN Collierville, TN
Finney County, KS

Contact Person
Russell Wiseman, Mayor James Lewellen, City Administrator Rocky Cook, Board of Trustees

Telephone
(901) 867-2620 (901) 457-2200 (620) 272-3680 Library (901) 757-7252
(541) 774-6003

Germantown, TN Sharon Goldsworthy, Mayor Jackson County, OR Danny Jordan, County Administrator Jackson-Madison County, TN Sharon Younger, Library Board Chair Leander, TX Biff Johnson, City Manager Millington, TN RichardHodges, Mayor Moorpark, CA Jennifer Mellon, Senior Management Analyst Red Oak, TX Judy Grant, City Secretary Riverside County, CA GaryChristmas, Chief Deputy County Exec. Officer San Juan, TX Pedro Contreras, City Manager Shasta County, CA Peggy O’Lea, Library FoundationDirector and Library Advisory Council Chair

(731) 668-7367 (512) 528-2712 (901) 872-2211 (805) 517-6247 (972) 617-3638 (951) 955-1110 (956) 702-6420 (530) 246-0146

Business Confidential—LSSI proprietary information

12

LSSI Proposal for Nevada County Library Operations

November 19, 2009

2.4

Current, Pending or Past Litigation

There is no current, pending or past litigation involving LSSI.

3
3.1 3.1.1

LSSI’s Proposed Project Plan
Ability to Perform the Scope ofWork Described -General

LSSI is an outsourced library management service provider with more than twelve years of experience in operating public libraries under contractual arrangements with cities and counties. We propose to offer the full range of library services described in the County’s RFP. While we have proposed some innovative approaches to providing traditional library services, we are not proposing an alternate model of library service delivery. LSSI’s understands that the County will directly employ a County Librarian, who currently serves as the Library Director for the Nevada County Library System. Her responsibilities will include administering the overall librarybudget; serving as the County’s liaison with the Nevada County Library Foundation and the State of California; representing the County at NorthNet Library System meetings and the annual Califomia Library Association State Librarians’ Meeting; assisting branch managers with collection development; approving all materials selected; and reviewing library ptograms and activities for appropriateness. LSSI proposes to manage all of the day-to-day operations of the Library, working with the County Librarian and under the direction of the County’s Chief Information Officer. LSSI has proposed approaches to the management of the library which will ensure efficiency and effectiveness of the services provided, as well as a reduction in the costs to provide those services. LSSI also has a strong corporate commitment to providing an outstanding level of customer service to the citizens of Nevada County, and will provide training tools and feedback mechanisms to make this a reality.

[:

3.1.2

Staffing

LSSI will interview all incumbent Nevada County Library staff members who would like to continue their employment at the Library as soon as possible after contract award, and will consider all of these employees for employment. From these interviews, and interviews with outside candidates, LSSI will hire sufficient experienced and qualified staff members to operate all Nevada County Library branches for the numbers of hours specified in Section 3.1.3. The number of employees hired will be sufficient to accomplish the tasks set forth in the RFP and LSSI’s proposal in response to the RFP. All employees hired to work in the Nevada County Library System will be LSSI employees, and LSSI will pay all costs related to their employment, including the provision of employee benefits. All staff members who will handle cash receipts

Business Confidential—LSSI proprietary information

13

LSSI Proposal for Nevada County Library Operations

November 19, 2009

will be appropriately bonded, including alternates who may perform these functions only occasionally. LSSI will send a Transition Team of highly skilled and experienced staff members to conduct the interview process; this team will include LSSI’s Director of Human Resources, Director of Training and Transition, Vice President for Public Library Operations/West, and other members ofLSSI’s Management Team. LSSI uses a collaborative management style, and having these top representatives present for the contract start-up ensures that all decisions which need to be made on the spot can be dealt with quickly and efficiently, with input from all involved. During the hiring process, all applicants will complete an LSSI application, and will receive a description of LSSI’s corporate benefits. LSSI offers a full range of employee benefits, including annual leave, sick leave, and holidays; health, dental, life and long term disability insurance; a 401(k) plan with a 10% corporate match by LSSI; tuition reimbursement; direct deposit for paychecks; and a wide variety of insurance options through AFLAC, including short term disability. LSSI offers a variety of employee recognition programs, including Employee of the Month and Employee of the Year; on-the-spot rewards, which are $5 gift certificates for a variety of fast food and other stores; and length of service rewards at five, ten, fifteen, twenty and twenty-five years. In addition, our website features an outstanding employee, and our corporate c-newsletter includes employee profiles and news items. LSSI will provide a corporate orientation session for all
staff members hired; this orientation, specifically

developed for the Nevada County Library staff, will cover LSSJ’s corporate history, mission, and vision, as well as technical topics such as the use of LSSI’s online timecard submission process. LSSI places an emphasis on the training of our staff, and will periodically schedule LSSI’s Training Director to present sessions on customer service and related topics, as well as on topics such as preventing sexual harassment in the workplace. Our Training Director works closely with the library
managers at each site to determine local training needs,

and is available to create and present training on new topics as needed. Some of LSSI’s training sessions are also available for self-study for new employees, or as a refresher course for all employees. All staff members, both returning incumbents as well as any newly hired staff members, will receive the same LSSI orientation. In addition, any new hires will be trained to use the Library’s systems, and to understand the layout and composition of the Library’s collections. LSSI has been very successful at quickly integrating current and new staff members into a unified team, and motivating them to work together, drawing on each staff member’s strengths. Incumbent employees will bring institutional memory and knowledge of how to use the library’s current technology and collections; any new hires will bring an outsider’s fresh look and knowledge of how other libraries have approached the same processes and procedures. This melding of ideas

Business Confidential—LSSI proprietary information

14

LSSI Proposal for Nevada County Library Operations

November 19, 2009

and experience will create a stronger knowledge base for the library’s future growth and development as a community resource. The staffing structure for each LSSI-managed library system varies depending on the local circumstances. Each library system has an LSSI library manager who is responsible for overseeing the work of the library staff; coordinating with LSSI management to request
resources; working with the LSSI HR department to provide the necessary paperwork or

r
-

electronic files for new hires, employee evaluations, benefits registration, etc.; interfacing with the customer’s designated contact person, in this case the Nevada County Librarian, on topics such as the approval of all acquisitions before purchase; developing a team of well-trained and cross-trained staff, able to accomplish all of the tasks required in a professional and enthusiastic manner; collecting and reporting statistics on library use to both LSSI and the County; and maintaining a full staffing complement. In addition to the library manager, LSSI designates a back-up person, who is in charge and responsible for these tasks in the absence of the library manager.
-

LSSI will more fully detail the staffing structure to be used in Nevada County during the transition period, before full library operation begins. We will consider the existing library management structure as well as LSSI’s management objectives before defining management assignments. LSSI provides a supportive management environment which recognizes and rewards staff accomplishments, while encouraging the professional development of our staff members through
several initiatives:

- -

[

-

• •

LSSI pays for ALA membership for all LSSI Senior Staff members; this group currently consists of more than forty LSSI staff members. LSSI holds an annual LSSI Day, timed and located to coincide with the annual ALA Convention in June/July; LSSI pays for all Senior Staff members to attend this in-service learning day, followed by the ALA Conference. LSSI schedules an annual Staff Day for most of our multi-branch systems; this mandatory training day for all staff members working at each site includes various learning tracks with presentations about using new library technology, developing better
library techniques (for example, storytelling, puppetry, reference, collection

development), systems training, interviewing and staff evaluation techniques, etc. LSSI offers partial tuition reimbursement for all employees taking eoursework related to their jobs; there are currently fifteen LSSI employees working on obtaining MLS degrees with LSSI’s support and sixteen employees who have received their MLS degrees while
working for LSSI.

LSSI employs a Training Director who creates courses in response to specific training needs of our staff at various locations.

- -

To reward outstanding perfomiance by our employees, LSSI recognizes two Employees of the Month each month, one representing the East Coast operations and one the West; LSSI’s
Employees of the Month receive a plaque, an engraved pen, and a check for $50. The twelve

Employees of the Month for each coast then compete to become the Employee ofthe Year for

Business Confldential—LSSI proprietary information

15

LSSI Proposal for Nevada County Library Operations

November 19, 2009

their location; LSSI Employees of the Year receive an all-expenses paid vacation for two to a location tailored to their interests. Announced at a luncheon for the Employees of the Month including LS5I’s founders, LSSI’s Employees of the Year have traveled to New York City to see Broadway shows; Las Vegas for the Country Music Awards; and Florida to swim with the dolphins; among many memorable destinations. LSSI also publishes a monthly e-newsletter for its employees, providing them with a vehicle to share successes, photographs, and ideas. Holiday parties at each library site also encourage staff to socialize.

3.1.3 Hours of Operation LSSI is proposing to increase hours in four of the six sites of the Nevada County Library, including the three largest locations, Madelyn Helling, Grass Valley and Truckee, along with added hours at the Doris Foley Historical Library. Currently, no site in Nevada County is open on Sunday and three sites are closed on Saturday. Most libraries fmd that weekend hours are very heavily used and greatly appreciated by the public. For this reason, LSSI proposes to add Sunday hours at the Helling and Grass Valley Libraries and add Saturday hours at the Helling and Truckee libraries. This proposal also adds Monday hours in Grass Valley. The Doris Foley Library for Historical Research is a local treasure, providing a unique service to local residents and for local and out-of-town researchers. Currently, this facility is open only one day per week. LSSI proposes to redistribute the hours for this facility to add 2.5 hours per week and open an additional day on Wednesday. The Penn Valley Library is currently open three days per week. LSSI is not proposing increased hours at this facility, but is suggesting a redistribution of hours to accommodate a fourth open day per week on Wednesday. LSSI is proposing no change of hours for the Bear River Library at this time. The net effect of the proposed hours changes is as follows: • • A net addition of2l.5 additional hours of library service per week, from 157.5 to 179 hours open countywide. Service seven days per week at two locations, Madelyn Helling and Grass Valley, and six days per week in Truckee (currently these sites offer service only five days per week) A net addition ofseven days of service per week countywide. More standardized opening times in the Madelyn Helling and Truckee Libraries (10 am Monday through Saturday in both locations).

In sumnary, LLSI proposes the hours shown on the following page for all facilities, subject to later negotiations with Nevada County.

Business Confldential—LSSI proprietary information

16

LSSI Proposal for Nevada County Library Operations Proposed Hours for Each Facility (subject to later negotiations) Library Name Madelyn Helling Library Truckee Library Grass ValleyRoyce Branch Bear River Station
Penn Valley

November 19, 2009

Now LSSI Now LSS1 Now LSSI Now LSSI
Now

11-7 10-7 11-7 10-7 closed 10-6 3-7 3-7
closed closed

Tues 10-6 10-6
10-6

10-6 10-8 12-8 closed closed 9-1,2-6
10-4

Wed 1O-6 10-6 10-6 10-6 10-6 10-6 3-7 3-7 closed
2-6

Thurs
11-7

10-6 11-7 10-6 10-6 10-6 closed closed 2-6
2-6

Fri 10-6 10-5 10-6 10-5 10-6 10-5
closed

Sat closed 10-2 closed 10-2 10-4
10-2 9-12,1-4

Sun closed 12-4 closed

P

12-4
closed 12-4 closed

closed
closed closed 10-12,12:30-4

9-12,1-4
9-1, 2-6 10-2 closed

closed
closed closed closed

r
[~1 P P

Station Doris Foley Historical Library

LSSI Now LSSI

closed closed

closed closed

closed 10-2

closed closed

10-2

closed
157.5

closed

Current Hours

LSSL Hours 179.0 flours Added

21.5

3.1.4 Circulation and Reference Materials Books are the heart and soul of a library. A library cannot succeed no matter how talented the staff, how extensive the programming schedule, or how many hours it is open if it can’t first offer its community a broad, current, and well-stocked collection of books people want to read and in the formats they prefer. Research suggests that the two most important predictors of library customer satisfaction are the availability of items wanted, and the helpfulness of library staff.
— —

Collection development will continue to be a local process. Selection decisions as to what belongs on the shelf of Nevada County Libraries will ultimately be made by the library staff members who have the most immediate contact with library users. Staff members will continue to base their selections on local needs and select new items in accordance with the Library’s collection development policy. LSSI provides support to local library staff members in the selection process at all it locations. This support can take a number of forms, including analysis of the collection to ensure that it is responsive to local needs, assistance with selection tools and techniques, streamlined and automated acquisitions processes to ensure that the materials reach customers quickly and cost-effectively, and support for selection and processing of specialized materials. LSSI understands that the Nevada County Librarian will approve all selections made by the library staff before those materials are purchased.

P

Business Confldential—LSSI proprietary information

17

L L L

LSSI Proposal for Nevada County Library Operations

November 19, 2009

LSSI will conduct a comprehensive review ofthe existing system-wide collection ofthe Nevada County Library to assess its age, condition, and adequacy to meet patron needs as indicated by present circulation patterns and other usage data. LSSI’s review will provide the data necessary to pinpoint areas of the collection which are outdated, obsolete, out of scope for community needs, and unused. It will also reveal areas which need to be further developed by the addition of new items. Using information gained through this review, LSSI will help the County to build a collection that is responsive to the needs of each community, current, authoritative, and available in appropriate formats. LSSI has a dedicated Collection Management Team staffed with experienced specialists who will use their fmdings to draft a comprehensive Collection Development Plan for the Nevada County Library. The Plan will include a process to systematically identifS’, weed, and replace dated or obsolete materials; an analysis of the relative proportions of the collection in various formats (print, non-print, and electronic); long-term collection development goals and objectives, and a phased implementation plan matched to the financial resources available from the County for collection development. The Collection Development Plan will include: • A Short-Term Plan recommending any remedial action necessary to adjust the current collections to better meet community needs. LSSI will evaluate the collections to determine those parts most urgently needing attention, and will assign specific goals with estimated costs for each collection. A Long-Term Plan describing the types and quantities of books, electronic resources, and other materials the library should be purchasing to meet community needs. This Plan will be presented as a prioritized, three-year purchasing program to ensure that the Library’s resources are used effectively and the collection grows in a systematic and global way. A Discard Plan to systematically weed and replace obsolete, dated, and/or damaged materials in the collection. LSSI will weed the collection only with the approval ofthe County.

LSSI’s Collection Management Team will be available on an on-going basis to assist the local staff with routine tasks like order placement and tracking, and collection weeding. LSSI’s Management Team will review the Collection Development Plan on a regularbasis to ensure that it continues to reflect community needs. LSSI’s economies of scale help libraries stretch their library materials budgets. LSSI currently spends more than $5M per year on books and materials for the libraries we manage. Our combined purchasing power commands the highest available discounts on both materials and processing costs. The benefit to the County will be that each dollar spent on the collection will buy more books and materials with LSSI’s discounts than it can otherwise purchase. In addition, LSSI’s research into alternative funding strategies for libraries shows that people are more willing to contribute regularly to the purchase of library books and materials than for any other library purpose. LSSI is currently offering the I stReadsTM and Adopt-an-Author programs,

Business Confidential—LSSI proprietary information

18

LSSI Proposal for Nevada County Library Operations

November 19, 2009

encouraging users to purchase specific new titles the library wants in return for the privilege of reading the book first when it arrives. It is our hope that these programs will attract significant private contributions for the collections of all of the libraries LSSI manages. Also, we offer the opportunity for library users to purchase books from an online store with over one million books, movies, and music, available at library-established prices. All profits go directly to the library. The books are delivered to the homes and•businesses ofthe purchasers. LSSI understands that the County will set the budget each year for the acquisition of all library materials, including electronic resources, and that the County Librarian will approve all material selections before purchase.

r

3.1.5

Planning and Performance Monitoring

Thoughtful planning is a key to effective management. LSSI has a strong track record in the area of library planning and has assisted a number of communities with short and long termplanning projects. Most recently, in the Shasta County Libraries and the Jackson County Library Service in Oregon, LSSI completed formal planning using the Public Library Association’s “Planning for Results” model. These planning processes, led by senior LSSI management staff, involved community members in a process of identif~’ingtheir priorities for the libraries and resulted in formal documents that outline key service priorities and the goals and objectives that will be used to make those prionties a reality. As a recent strategic plan already exists for the Nevada County Library, LSSI’s role will be to ensure that the library staff continues the ongoing process of implementation. The current Strategic Plan, completed in March 2009, covers the years from 2009 through 2014. The planning process included a public survey in 2005, Strategic Planning Meetings in 2008, and the compilation of a document representing the vision of library services for the next five years. LSSI will consider the current status of implementation of the strategic plan and mSy make recommendations for mid-course changes to the approach of implementation. LSSI will also conduct an ongoing evaluation ofthe effectiveness of the strategic plan. This ongoing evaluation is a critical component to ensuring that the plan continues to meet the service priorities and goals of the community for its libraries. In 2013, LSSI proposes to complete a new formal strategic planning process involving the participation of community members (selected by the County) in a discussion of key priorities for the library. Such a process will result in a new five-year plan of action and service development for the Nevada County Library. This new plan will update the library staff and stakeholder understanding of the goals and priorities for library service development. LSSI’s planning process takes approximately six months to complete after the community focus group members are selected. The Plan will attempt to ensure that library services are deliberately responsive to the needs of library customers. In formulating the Plan, LSSI will also conduct a staff-based gap analysis to determine what services are needed, what is currently being provided, and the means and resources needed to achieve the goals as the staff and the public perceives

L
[.

Business Confidential—LSSI propSt&y information

19

LSSI Proposal for Nevada County Library Operations

November 19, 2009

them. The Plan will focus on several key areas of library activity, including programming, collection development, outreach, special services (such as literacy), marketing, and customer service. The neW Strategic Plan will be submitted for consideration and approval to the County. Data analysis is critical to informed decision making. It is highly important to identiQ, the metrics necessary to demonstrate both areas ofsuccess and areas that need improvement to our governing board, stakeholder groups, the general public and library staff On a monthly basis, LSSI proposes to present to the County a report of key data elethents, including a combination of inputs, outputs and outcomes. Some key data elements that LSSI typically examines include circulation of library materials, program attendance (by age group), public computer access, and library visits. LSSI also proposes to conduct surveys on at least an annual basis as well as to collect customer comment forms to capture customer satisfaction. These data will be collated by library staff and provided to the Citizen’s Oversight Committee and the Library Board each month. Further, these data will be used by library administration and staff to make decisions regarding resource allocation, collection purchases, and program development. In addition to these data, library administration and staff will conduct data collection and analysis as needed to understand library trends and internal processes. For example, we will periodically examine the turnaround time for material requests from the public, turnover rates of parts of the collection, fill rates forrequested materials, and other meaningful metrics. LSSI has also developed a Five Star Assessment process to quickly gather key data about each of the libraries we manage at the start of a new contract. The Assessment includes an analysis of each library’s facilities, collections, automation, equipment, and programs. It covers topics including ADA accessibility; location, size, and condition ofrestrooms and parking lots; size and furnishings of community rooms; lighting in each of the library’s areas; staff facilities; and the condition of the carpeting, roof, paint, HVAC units, and shelving. The completed Assessment document provides a snapshot of each library and its condition, and serves as a baseline comparison for future improvement. It also identifies areas of liability which need immediate action, helping to prioritize tasks to be completed. LSSI will complete a Five Star Assessment for the Nevada County Libraries as quickly as possible after contract award.

3.1.6

Budget and Finance

In all contracts, LSSI maintains detailed fmancial records and employs standard accounting practices to ensure scrupulous internal control of and full accountability for, client resources. All payables and payroll are managed via accounting software that ensures adherence to strict federal govermnent contract standards. Financial reports will be supplied to the County at monthly and annual intervals and upon demand at any time. These reports will detail the operational costs for each library branch and station, including proportionate administrative costs. As with all LSSI contracts, all financial records pertaining to this contract will be organized and retained and will be fully auditable at any time by the County. LSSI will also provide the County with annual audited LSSI financial statements to demonstrate the fiscal soundness of the company.

Business Confidential—LSSI proprietary information

20

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Establishing policies regarding the collection of library fees and fines will be the prerogative of Nevada County. However, LSSI will consult with the County regarding the setting of fmes and fees, and, if desired, will provide recommendations for these policies based on the policies in effect at neighboring libraries. After the fine and fee schedule has been approved as library policy by Nevada County, LSSI will propose a set of procedures that will guide staff in the collection of the approved charges. Fine and fee policies and procedures will address the issues of a grace period for overdue items, overdue notifications, fee-based services (such as printing and photocopying), collection and payment of fines, and resolving user problems or protests of fees. All income from fines and fees will be coded to appropriate cost centers to allow this income to be tracked accurately by the County. Deposits will be made in the manner dictated by the County, either into a County account or into an LSSI account payable to the County. LSSI will establish cash management policies to ensure that a minimum amount of cash is on hand in the library at any one time, and that deposits are handled in a timely and accurate way. Traditional sources of library revenue such as taxes and bonds may not meet current and future library operating costs. LSSI has aggressively sought a variety of alternative revenue sources including grants, foundation funds, and research funds. Our libraries in Riverside County, California have successfully written, received and implemented more than $5 million in grant funding to support literacy programs for adults and children, teen reading programs, and tutoring and outreach programs for Latino residents. Additional grants have been awarded to other LSSI libraries to support new library construction (Calabasas, Riverside, and Red Oak), collection development (Bee Cave, Germantown, and Lancaster), marketing (Riverside and Lancaster) and outreach (Lancaster). The pursuit and acquisition of grants has greatly expanded the ability of LSSI-managed libraries to provide additional services to their communities. LSSI brings this unique and extensive experience in grant writing and implementation to Nevada County. LSSI is a leader in the movement to re-think how libraries are funded, and to explore ways in which we can adapt diversified funding strategies successfully used by other non-profit institutions to help stabilize and enhance library funding. Public libraries traditionally depend on local and state tax revenue for more than 90% of their funding. Other non-profit organizations long ago learned how to diversiPy their revenue streams so they are not too reliant on any one source of funds. LSSI, in partnership with several large public libraries, commissioned a study on alternative and supplemental funding strategies. The study urges the adoption of a plural funding strategy “that unites public funds and private philanthropy in a partnership to provide excellence in America’s public libraries.” LSSI is currently implementing specific recommendations from the study in libraries across the US, including piloting the 1 stReadsTM and Adopt-an-Author programs in various libraries. The LSSI Management Team will use the knowledge and experience gained about alternative funding strategies to analyze supplemental revenue sources for library funding in Nevada County. All potential sources of supplemental library revenue will be considered, including:

j I

Business Confidential—LSSI proprietary information

21

[.

LSSI Proposal for Nevada County Library Operations • • • • •

November 19, 2009

Partnerships with local bookstores, cafes, retailers and service companies that might share space in the library in exchange for rent and/or a share of the proceeds Local and national corporate and organizational sponsorships and underwriting of library resources and programming, and other concepts suggested by the County Annual Fund Drive for the Library along with planned giving and earned income programs Book-based donation programs such as lstReadsTM and Adopt-An-Author An online bookstore, with all profits going to the Library

3.1.7 Facilities and Equipment 3.1.7.1 Library Buildings, Grounds and Building Systems LSSI understands that the County will be responsible for the maintenance of all Library buildings, grounds, and building systems, including utilities, landscaping, HVAC, and lighting, as well as for any capital improvements to existing Library facilities. LSSI’s staff will conserve energy, following the County’s guidelines on energy usage to control utility costs as much as possible. 3.1.7.2 Leases LSSI understands that the County will administer all leases for Library facilities.

3.1.7.3 Janitorial Services Library Systems & Services, LLC will provide janitorial services for all library buildings, initially by continuing the term ofthe contract currently established between Nevada County and a private contractor for the provision of these services. In the early months of LSSIs management of the Nevada County Library System, LSSI will assess the contractors performance; and prior to signing a new agreement or contract for these services, LSSI will draft requirements for the services, solicit competitive bids, and award a contract that offers the best value to Nevada County.

3.1.7.4 Information Technology LSSI’s IT staff will work closely with the County’s Information Systems Department (IGS) to determine what support is currently provided by that department to the Library and to learn the protocols in effect for systems connected to the County’s technology infrastructure. We understand that under this contract, IGS will provide LSSI and the Library with the same level of information technology services and support as that provided to other County departments,

Business Confidential—LSSI proprietary information

22

LSSI Proposal for Nevada County Library Operations

November 19, 2009

including network and internet access, voice services, routine support on County-standard hardware, access to a 24/7 service desk, and additional services at a competitive hourly rate. LSSI will ensure that whenever possible all hardware purchased meets the County standards.

3.1.7.5 Horizon ILS The Nevada County Library currently uses the Sirsi/Dynix Horizon ILS to provide system-wide library automation capabilities. LSSI has worked extensively with the Horizon system, which has been discontinued by Sirsi/Dynix and replaced by the Symphony system (formerly known as Sirsi Unicorn). Among the thirteen libraries and library systems managed and operated by LSSI, two currently use the Horizon system. Three of LSSI’s libraries use TLC’s Library.Solution ILS, six use Sirsi Unicorn or Symphony, one has Innovative Interfaces ININOPAC (which is now Millennium), and one has Polaris. LSSI has developed an in-depth knowledge of all of these current ILS systems, and has trained IT staffmembers who have established contacts with each vendor’s IT support staff In addition, LSSI has worked closely with many of these ILS vendors on database formatting projects when new customers needed to upload their existing catalog databases into a new system. LSSI has a separate division which provides these services to system vendors, and as a result, has good contacts within each ofthese companies. LSSI understands that the Library’s Horizon system, which includes circulation, online catalog, and acquisition modules, will need upgrades during the course of the contract. In addition, because the Horizon system has been recently discontinued by SirsifDynix, the Library will eventually need to migrate to another system. LSSI will negotiate to acquire any necessary Horizon system upgrades from Sirsi/Dynix, and will analyze the capabilities of other available ILS options that can provide a more intuitive customer interface, improved systems support, and reduced costs for maintenance and other system expenses. LSSI will work with the County’s Chief Information Officer and the County Librarian in the latter half of FY 2010/2011 to complete an RFP process to determine the best library system for the County’s needs. LSSI has just completed an extensive RFP process to procure a new ILS to replace a Horizon ILS in the Finney County, Kansas Library System, with Polaris selected as the winning vendor after a rigorous competition. LSSI is familiar with the creation of detailed specifications and requirements for integrated library systems, and has developed a pool of vendors who supply such systems. LSSI is currently planning the system migration in Finney County, which will occur during the month of December 2009, and be completed by January 1, 2010. The Moorpark Library, which also has the Horizon ILS, is in the process of investigating alternative systems. Because of these two on-going projects, LSSI will have developed invaluable specific experience in the migration from Horizon to other systems by the time Nevada County chooses a new system.

L
Business Confidential—LSSI proprietary information 23

LSSJ Proposal for Nevada County Library Operations
3.1.7.6 Furnishings and Equipment

November 19, 2009

LSSI will carefully maintain all furnishings and equipment, including personal computers, which are provided by the County for use in performing library operations. LSSI will ensure that all such furnishings and equipment are returned to the County in the same condition in which they were received by LSSI, within parameters for normal use and lifespan. We understand that the County will make surplus furnishings and equipment available to the Library in the same way these items are made available to other County departments.

3.1.7.7 Self-checkout Equipment LSSI’s staff will strive to increase the use of the self-checkout terminals in the Madelyn Helling and Grass Valley-Royce Branch libraries; whenever appropriate, the library staff will provide one-on-one instruction to patrons in the use of the system to encourage greater use of the equipment. This equipment uses barcode symbology rather than RFID technology, which makes it less userfriendly to operate; however, LSSI will use the manufacturer’s instructions and the actual working experience of the library staff to maximize the sensitivity and accuracy ofthe equipment. Nothing is more frustrating to users than equipment which won’t correctly read barcodes the first time they are scanned. The equipment can often be adjusted to improve its operation. LSSI will also evaluate the location of the Redding’s self check-out station: convenient and equipment within the libraries, and use our easy to use. experience with similar equipment in a wide variety of libraries to ensure maximum use of these valuable resources. Once familiar with the use of the equipment, we have found that many patrons prefer the convenience of having a self-service option. LSSI will research other options for the introduction of automation to decrease the Library’s costs while improving the services offered. Two examples of system-wide innovations LSSI proposes to implement quickly are receipt printers for the circulation terminals and scheduling software for the Library’s public access computers and print servers. Additional proposed changes are detailed in Section 3.3 Overall Approach to Providing Services. We understand that the County will retain the responsibility for maintaining these terminals.

Business Confidential—LSSI proprietary information

24

LSSI Proposal for Nevada County LibraryOperations

November 19, 2009

3.1.7.8 Library Services and Programs Using the 2009 Library Strategic Plan as a guide, LSSI will design and implement services and programs which support the goals of the Plan. Implementation will include scheduling and publicizing the Library’s services, events and programs, as well as tracking attendance, and soliciting feedback from participants. If additional major programs or services are requested, LSSI will follow up with the County Librarian, especially when the Strategic Plan is updated to incorporate appropriate changes. LSSI proposes to increase the current level of services being provided by the Library, including an increase in the number of hours and days of operation and the number of programs offered. We will ensure efficient and effective library operations by evaluating current processes and procedures, and then implementing best practices throughout the Library system. LSSI establishes goals and objectives for all staff members, which become part of their annual evaluation criteria. LSSI will maintain the Library’s current interlibrary loan agreements with Mountain Valley Library System, and will recommend establishing any other agreements that will benefit the Library. Having served several California libraryjurisdictions since 1997, LSSI is familiar with California laws and regulations pertaining to public library services and will ensure that we are in compliance at all times. Developing a series of successful and well-attended programs that appeal to all age groups is an essential element of library operations. The role of the library in its community has shifted from being primarily a warehouse ofbooks to becoming an destination for citizens to come together to learn, be entertained, and engage one another around topics and activities ofbroad social interest. Increasingly libraries fmd themselves competing with bookstores, local movie theaters, museums, and the mall or shopping center as a place to spend precious leisure time. By hosting exciting and informative programs, libraries can pull more users into the library, providing an opportunity to dazzle them with the array of library resources available for free.- Thoughtfully developed programming especially for children and teens helps to establish the library as a partner in the intellectual development of children and youth, ensures their success in school and later life, and builds the long-term viability of the institution ofthe public library.
— —

P.

- -

LSSI has a significant, demonstrable track record in providing programming to adults, teens, children, the underserved, rurally isolated, and those in need of literacy and English-language instruction. In Riverside County, LSSI staff provides daily programming to all these groups, including a robust countywide literacy and ESL program. (An indication of the range of programming offered in Riverside County can be seen on the RCLS online calendar available on its web site at www.rivlib.net). Among these programs is a robust Latino outreach program called, “Leer Es Triunfar Reading is Succeeding,” that has brought thousands of new residents into the library and has had a profound effect on the type and variety of programming offered in Riverside County since 2003. In 2005, this program won the prestigious John Cotton Dana Award for Library public relations campaigns awarded by the American Library Association’s Library Administration and Management Association. LSSI staff in Riverside County have also taken a lead role in the state of California in promoting Dia de los Nifios/DIa de los Libros (Day of the Child/Day ofthe Book), an annual celebration of books and reading for

Business Confidential—LSSI propriet~information

25

LSSI Proposal for Nevada County Library Operations

November 19, 2009

all children with an emphasis on multicultural and bilingual children. Riverside County staff sought and obtained LSTA grant funding from the California State Library to plan for a statewide celebration of this event that resulted in the adoption of Dia de los Nifios/DIa de los Libros as a project of the California State Library. The Riverside County Library won the Raül and Estela Mora Award from Reforma in 2008 for its work in promoting Dia in Riverside County and in the stateof California. LSSI has been very successful in developing programs to driw teens to the library. In Finney County, Kansas, LSSI has established a Teen Advisory Board to solicit on-going input from teens themselves about programs of interest and additional services needed. In Germantown, Tennessee, LSSI has begun an extensive anime program, including anime screenings, presentations and demonstrations by anime artists, and the establishment of an anime discussion group. Mime attracts a different segment of the teen population from some more traditional library programs. The anime program was primarily funded through grants received by LSSI for this purpose. LSSI will solicit input from teens in Nevada County to determine the level of interest in various types of programs. We recommend that a Teen Advisory Council be established as quickly as possible to facilitate this type of dialogue. LSSI’s staff members, particularly in Riverside County and in Jackson County, Oregon, have taken a lead position in developing stimulating and challenging programming for adults. In Riverside County, LSSI’s staff developed cultural programming series countywide and in individual libraries that have both significantly increased attendance at library programs and have brought statewide attention to the library system. Last year, for example, a series of cultural programs brought thousands of adult participants to the library for author talks, musical programs, lectures, and performances, most of which had a strongly multicultural component consistent with the interests of the communities served. Due to this ever-increasing emphasis on programming, attendance at library events in Riverside County over the past two years has increased more than 88% from 67,862 in 2006-07 to 127,717 2008-09. Riverside County Library’s reputation for quality adult programming led directly to an offer from the California Council for the Humanities to make Riverside County Library their sole partner in a State Library-funded program called “Making A Difference.” This partnership will fund 18 programs in six libraries in the county designed to encourage individuals to come together in the library to engage in civic dialogues around topics of importance. The California Council for the Humanities and their partner, the Project for Civic Reflection, seek to demonstrate that public libraries are the right and logical venue for the public to come together for stimulating discussions of these topics. In Jackson County, LSSI’s staff has created highly engaging series of programs that have brought adults and young adults into the libraries to participate in county-wide reading programs, hear lecture series, join writing groups, and readings by noted poets and authors. Library services for seniors typically focus on making access to information and resources easier for members of this population, who may have physical infirmities, a lack of familiarity with available technology, and limited transportation options. A current and frequently changing collection of large print and audio books helps to ensure library usage by seniors. LSSI noticed

Business Confidential—LSSI proprietary information

26

LSSJ Proposal for Nevada County Library Operations

November

19, 2009

the extensive collection of large print materials in the Nevada County Library, which seems to accurately reflect the community. At several of our libraries, LSSI teaches courses in beginning computer technology, geared specifically toward older users; the demand for these classes sometimes outstrips the available resources. Some of these classes have been totally grant fUnded. In Collierville, Tennessee an AARP Driver Safety program for seniors 55 and older provides a certificate of completion to all participants that can be used to obtain discounts on ear insurance. AARP also provides free in-library tax preparation services for seniors in several of LSSI’s Tennessee libraries. LSSI’s Riverside County staff provides coordinated outreach in several ways, including the development of specialized programming such as author tallcs, programs for Latino families, services for shut-ins, off-site services and programs, and the operation of two bookmobiles reaching rurally isolated regions of the county. In Jackson County, Oregon and Germantown, Tennessee, outreach staff have established regular schedules for visits to area long term care and assisted living facilities. During the transition period, LSSI’s Transition Coordinator will meet with the staff of various local facilities to determine a feasible level of service and a schedule for providing these services to residents. The provision of outstanding children’s programs will be critical to increasing the use of the library by the community. LSSI will analyze the children’s programs currently being provided~ comparing the number and types of programs with successfUl programs located elsewhere. A senior-level LSSI Children’s Librarian will conduct this evaluation, and will carefully consider demographic information about the community to create exciting new children’s programs and establish a workable schedule for presenting these programs. It is important to consider the work schedules of parents in the community to ensure that programs are presented at times when parents can easily bring their children to the library. Successful children’s programs at other LSSI-managed libraries include pajama storytimes, wacky Wednesdays, lap-sit storytimes, and family , Engaging Children s Program mteractive story-times. All of these are ~IilIin~on Tennessee) program series, with mterrelated themes each week. Puppet shows and crafts classes add variety for older children. Many LSSI libraries also use the popular technique of having children read to dogs (called “Paws to Read” in the Riverside County Library) that is currently used in Nevada County.
. —.

- . -

In addition to developing creative new programs, using ingenuity in marketing these programs to ensure the widest possible audience will be critical to success. The citizens of Nevada County have a wide variety of entertainment options from which to choose; it will be important that the Library distinguish itself from other offerings by stressing the educational and informational value of its programs for children. LSSI will work with area schools to facilitate resource sharing and student access to information needed for research projects, and will provide students with access to literature to encourage

I: L L

Business Confidential—LSSI proprietary infonnation

27

LSSI Proposal for Nevada County Library Operations

November 19, 2009

sustained independent reading. Access to the Library’s collection will be provided through the Library’s online catalog. LSSI will design a program of systematic outreach to schools including classroom visits, presentations at faculty meetings and school programs, and class tours of the Library. Because of the high percentage of library card holders in the County, LSSI may not need to conduct library card outreach campaigns in Nevada County that it has conducted in many other jurisdictions to ensure that every student in the schools has the opportunity to receive a library card and that their parents are aware of available library services and programs. The Library will also reach out to home-sehoolers in the community, offering needed course materials, test packets, and other resources specifically designed for use by home-schooled children. Ifthere are enough home-schooled children in Nevada County, LSSI recommends that a Home-Schooling Advisory Council be created to solicit input from home-schooling parents and their children about the types of services that would be ofvalue. LSSI manages a very successful program of outreach and service to area daycare centers and preschools in both Riverside County and in Jackson County, Oregon. In Riverside County, staff members serve more than 2,000 children each year in a program that provides over 100 books to each pre-schooler to take home in attractive canvas bags. In Jackson County, Oregon, the Library delivers pre-packed canvas bags of books and other materials to each pre-school on a monthly basis. This program ensures that children in these programs have a constant stream of fresh, ageappropriate reading material. After the initial establishment of such programs, the on-going maintenance effort required is minimal, and the benefits to the community substantial, The goal of these emergent literacy programs is to interrupt the cycle of illiteracy and academic underachievement by introducing books into the lives of families during the critical pre-school years specifically by enlisting parents as their children’s first teachers. Because ofthe geographic area covered by Nevada County, the establishment of library services that can be provided from the Madelyn Helling Library to outlying areas with no library branch will be important. LSSI currently provides library services that successfully reach the entire area of Finney County, and the large regions comprising Riverside County and Jackson County. LSSI will offer reference services during regular library hours via both email and telephone, assisting users to find the information they need without having to leave their homes or offices. LSSI will also investigate other methods of supplying resources and information to remote locations, including a review of the Library’s current online databases that can be accessed over the internet.

3.1.7.9 Community Relations LSSI believes that the key to successful library service is the establishment of a full partnership between LSSI’s staff and the Chief Executive’s Office, including IGS and the County Librarian, Nevada County Board of Supervisors, Citizens’ Oversight Committee, Truckee Friends and the Friends of the Nevada County Libraries, Nevada County Library Foundation, other local elected and appointed officials, the Literacy Program’s Read Up! Support Council, the pool ofdedicated library volunteers, and other community institutions and organizations. LSSI’s library staff will provide regular feedback on all library developments to the County’s designated representative

Business Confidential—LSSI proprietary information

28

LSSI Proposal for Nevada County Library OperatIons

November 19, 2009

and will consult with this or other specified County staff members about any issues that arise in the operation of the Library. LSSI’s Library Manager will attend all meetings, as requested by the County, and report on library activities, and progress made toward reaching the Library’s short- and long-term goals. This partnership will help to integrate operations with other County government functions in a fully accountable and seamless fashion, and will ensure that the Library is in compliance with county policies and procedures. It will clearly establish and maintain the operation ofthe Library as a normal function of County government. LSSI has developed outstanding working relationships, not only with the local elected officials with whom we contract, but also with other relevant parties, such as Friends of the Library groups, library advisory committees, and the many volunteers who play such a critical role in supporting the work of libraries every day. In addition to formal, scheduled meetings, the library staff will seek and value the input and advice of all citizens who are interested in the success of the library. LSSI strives to establish and maintain good communication with various civic groups to be better informed about community needs and interests, develop effective programming, and collaborate on critical fundraising and outreach projects. We will continue this successful partnership in Nevada County. Effective marketing is as critical to the success of a library as it is to the success of a business; LSSI has experience in both arenas, and will make public relations for the library an important part of the services we provide to Nevada County. LSSI has created numerous successful campaigns to promote library resources, facilities, and programming for all ages. As mentioned in Section 3.1.7.8, LSSI’s Riverside County staff won ALA’s prestigious John Cotton Dana Library Public Relations Award in 2005 for the innovative project, “Leer Es Triunfar Reading is Succeeding,” designed to increase the awareness and use of library services among Latino residents through a series of public programs, community events, celebrity television spots and targeted Spanish-language publications.

:1

LSSI’s Management Team will review the Library’s existing marketing efforts, as well as retail marketing strategies applicable to Nevada County and its communities. LSSI will use this information to develop a coordinate marketing program for the library, including specific objectives, strategies, media to be used, and projected costs: The marketing program will provide a tiered approach, outlining publicity opportunities that can be accomplished with available resources and those that will require additional funding and resources (i.e., an advertising budget). LSSI will give particular attention to potential marketing partnerships with the County and its cities where we may be able to help increase exposure for the library. The marketing program will also include a realistic budget detailing the resources necessary to accomplish the stated objectives. LSSI’s Management Team will review the Library’s marketing efforts on a regular basis to ensure that the entire community is aware of the range and variety of services and programs offered by the Library. LSSI understands that the County will provide general supervision regarding the policies and objectives of the library services offered, and that the County’s Board of Supervisors will have the final authority on all matters involving the Library. LSSI will work closely with the County Librarian, who will serve as the County’s liaison for issues which arise during regular daily library operations, and will monitor the overall contract performance.

r

L P. P

Business Confidential—LSSI proprietary information

29

LSSI Proposal for Nevada County Library_Operations

November 19, 2009

3.1.7.10 Experience/Competence Managing Public Library Operations LSSI has been providing public library management services since July 1997, when it began managing the Riverside County Library Systeni, and remains the only company in the United States with this area of expertise. As noted above, the Riverside system has grown from 24 branch libraries and one bookmobile under our management to 33 branches, two bookmobiles and a local history museum (with several more branches currently under construction or on the drawing board). LSSI has provided accountable, responsive library services to this sprawling county of nearly two million residents, one of the fastest-growing counties in the country. LSSI’s stream-lined management structure, efficient utilization of personnel, timely introduction of appropriate technology, and carefully selected, highly-skilled LSSI Libraries are busy and bright. professional staff has resulted in an award(Redding, CA) winning library operation. Riverside County officials recently renewed this contract for a third five-year term, tangible proofof the County’s satisfaction with LSSI’s services.
____

LSSI brings to each of its library clients proven management techniques, and an unparalleled depth of library knowledge and experience. LSSI has been in business since 1981, and during those 28 years has concentrated exclusively on providing innovative and cost-effective services to libraries. Our staff of 750 library employees includes more than 90 professional librarians with MLS degrees from ALA-accredited institutions. LSSI is an equal opportunity employer, and our large and diverse employee base provides us with an unmatched pool of experience. As noted in the Introduction and elsewhere in this proposal, our customers have seen improvements and have expressed overwhelming satisfaction with our services. In addition to our 63 public libraries nationwide, LSSI provides a wide range of services to federal libraries in the Washington, DC area. More than 70 LSSI staff members work on-site at the Library of Congress, performing various library functions; the Library of Congress has been a repeat LSSI customer since 1984. We also provide various cataloging and processing services to the Smithsonian Institution Libraries and to the archives in eight Smithsonian Museums. LSSI takes great pride in the loyalty shown by our customers, most of whom have re-awarded contracts to LSSI multiple times. Further information about LSSI’s corporate history, related experience, references, and key personnel is provided in other sections of this proposal. LSSI is uniquely qualified to ensure the continuation of successful library operations in Nevada County, serving the specific needs of each of its communities.

Business Confidential—LSSI proprietary information

30

P1
LSSJ Proposal for Nevada County Library Operations November 19, 2009

3.2

Proposed Timeline for Implementing Scope ofWork

LSSI’s timeline for implementing the scope of work ensures that services continue without disruption, and that innovations and upgrades~are planned and implemented quickly. The County’s RFP anticipates approximately 4-6 weeks between anticipated contract award in December 2009 and the commencement of LSSI’s managemeflt contract on February 1, 2010. Accordingly, activities are described with the County’s proposed schedule in mind, although changes to that schedule can be easily accommodated by LSSI. Additional detail about this timeline is offered in Appendix C, “Proposed Implementation Timeline with Milestones.” Shortly after Contract Award. Before Actual Start of Contract • • Advertise in local media for applicants Meet with incumbent staff o Introduce LSSI o Explain LSSI’s hiring process o Answer questions Hold introductory meetings with: o Nevada County Executive Officer and his staff; including the Chief Information Officer and the County Librarian, as well as other elected and appointed officials o Nevada County Library Foundation o Tnickee Friends and Friends of the Nevada County Libraries o Citizens’ Oversight Committee o Library volunteers o Other interested parties Define staffmg configuration for each location. Staffthe System: o Interview interested incumbent staffmembers of the Nevada County Libraries o Make job offers as appropriate o Interview and place new applicants as needed Schedule and hold staff orientation session for all employees, both incumbent and new staff, o Review LSSI benefits package o Discuss performance expectations and performance reviews o Discuss transition from public to private employment o Answer questions Perform the LSSI Five-Star Assessment: examine current facilities, review operations, evaluate programming, define collection development procedures, identify immediate and long-term upgrades needed to match customer needs Further refine the Transition Plan: o Incorporate relevant topics from the Library’s Technology Plan, and the Library’s Strategic Plan, (such as described in Section 3.3, which follows) o Incorporate any agreements reached during contract negotiations Develop plans forother upgrades as needed, based on the Five-Star Assessment and other input.

• •

7

U

- -

Business Confideatial—LSSI proprietary information

31

L

LSST Proposal for Nevada County Library Operations • • • •

November 19, 2009

Specify details of the new courier service: routes, driver, vehicle, schedule, procedures. Review terms of existing relevant County contracts, such as that for janitorial services. Establish formats and timelines for required periodic financial reports. Establish formats and timelines for required reports incorporating performance measures.

The level and type of management resources provided by LSSI during this start-up phase will include substantial hands-on assistance from a transition team of senior managers including Frank Pezzanite, Judy Pezzanite, Ron Dubberly, Mark Smith, Jemima Perry, Jan Erickson, Luther Brady, and, as needed, other corporate staff members who specialize in needed functions such as human resources, accounting, and planning. Experience and areas of expertise for each key person are described in Section 2.2 above and in more detailed individual resumes in Appendix A. At Contract Start • • • Open all libaries as described in Section 3.1.3 above Begin appropriate stafftraining as described in Section 2.2 and in Section 3.3 below. Begin service and operations enhancements as described in Section 3.3 to include professionally designed materials, possible Web 2.0 advances, Horizon ILS software upgrades, participation in professional meetings, and other initiatives defined with Nevada County Library leadership, community groups, and staff Implement plans for circulation, planning, performance monitoring, budgeting, furnishings, equipment (including self check-out), services, programs, and community outreach as detailed in sections 3.1.4 through 3.1.7 above. Compile and submit sample monthly and annual performance reports.

During contract start up and later implementation phases, the level and type of management resources provided by LSSI will include regular guidance and resource planning from senior staff, located on-site, in our California headquarters, or our East Coast locations. Midway Through First Year and Periodically Thereafter • • • Assess progress according to established milestones. Consult with Library leadership; community groups, and staff regarding needed refinements. Revise plans for upcoming contract periods.

3.3

Overall Approach to Providing Services

LSSI’s overall approach to the outsourcing of library management is to establish and maintain a constructive, effective public-private partnership, drawing on the strengths of each party. This partnership will allow the County to define policies and expectations based on the values and needs of its residents, while delegating the day-to-day library operations to LSSI’s staff with its

Business Confidential—LSSI proprietary information

32

LSSI Proposal for Nevada County Library Operations

November 19, 2009

expertise in library management, functions and technology. Also, as noted elsewhere (and in the Cost Proposal), LSSI proposes to fund several capital improvements to the Library with our corporate monies and to support additional enhancements through efficiencies implemented elsewhere in the budget. By selecting LSSI as a partner—a partner that is bringing additional financial resources to the effort—Nevada County ensures the implementation of the goals: already defined in the Library’s Technology Plan and its Strategic Plan, as well as other enhancements that go beyond those plans but are necessary to make Nevada County’s Libraries state-of-the-art. Among the proposed enhancements in LSSI’s plan are: Analysis of wireless access provided by the Library and if such access is not provided in and throughout every branch, implementation of wireless access system-wide • Acquisition and implementation of computer siRn-up and print release station software system-wide • Purchase ofheadphones for checkout to patrons when using library computers • Purchase and installation ofreceipt printers at all branches, system-wide. In addition to these technology-related actions, LSSI is proposing to provide the resources to accomplish several other tasks from the Library’s Technology Plan. Research the feasibility of RFID to improve patrons’ experience with the Library’s selfcheck stations. LSSI has had extensive experience in implementing RFID solutions for LSSI’s State-of-the-Art Technology libraries, including situations where the library has transitioned from an existing barcode symbology self-check environment to an RFID environment. The accuracy and ease of using RFID technology is far superior to the use of barcode technology, and LSSI has performed numerous cost-benefit analyses for our customers to evaluate the feasibility of converting to an RFID-based system. LSSI has experts on staff who can do this analysis quickly. LSSI is currently midway through a project for the Santa Clara County (California) Library System to install RFID tags in their system-wide Patrons can watch their returned collection of nearly two million items in various books being sorted. formats. If Nevada County decides to implement (Redding, CA) RFID technology at some point, LSSI has trained teams of RFID conversion technicians who can easily accomplish this tedious and timeconsuming part of the RFID implementation task.

U
LI~

L.:
U

U U U

Customer service training. LSSI’s Director of Training is available to present a wide variety of programs for LSSI-managed libraries, as described above in Section 2.2. She

Business Confidential—LSSI proprietary information

33

U

LSSJ Proposal for Nevada County Library Operations

November 19, 2009

has created several multi-media customer service training programs, including Customer Service 101; Handling Difficult Patrons; and Supervising to Achieve Outstanding Customer Service Results. • Improved staff capability to produce brochures, documents. etc. LSSI’s Graphic Artist— whose capabilities are also described in Section 2.2 above--assists all LSSI-managed libraries with a wide variety of publication tasks. She has produced outstanding designs for promotional materials such as posters, flyers, signs,bookrnarks, and library cards, as well as for library reports to the community including annual reports, library report cards, and library strategic plans. She ensures that all publications produced by an LSSImanaged library are creative and professional in appearance. Investinate Web 2.0 formats. LSSI is currently working on a pilot project in Riverside County to construct a Web 2.0 site for the library system. If this pilot project is successful, we will share the results with other LSSI-operated libraries, and make the same technology available for testing locally. LSSI’s IT staff will closely monitor the results of the re-tooled webpage to gauge its effectiveness when compared with a traditional library webpage. Review current Horizon ILS software for replacement or upgrade. As described above in Section 3.1.7.5, LSSI is uniquely qualified to assist the County with this task. We manage two libraries that currently use the Horizon ILS, and are transitioning to other alternatives. One library is investigating the feasibility of implementing an open source ILS, among other options. LSSI has just completed a competitive sourcing initiative for the second library, including compiling the detailed specifications for system requirements, creating an RFP, and participating in the evaluation of offers submitted in response to the RFP. Polaris was the winning vendoi; and LSSI will be implementing a Horizon to Polaris transition in December 2009, to be completed by January 1, 2010. We have specific experience with Horizon and all of the other current ILS solutions through the various systems used by the libraries we manage (Library.Solution, Sirsi Unicorn, III Innopac, Polaris, and Horizon). In all cases, LSSI’s staff is responsible for providing the on-site systems maintenance staff We thus have staff members who have been trained to work with each ofthese systems. Encourage and support staff attendance at meetings to further their understanding of the operation of the library’s automated systems, including users group meetings, webinars, on-site training, library conferences and training sessions presented by library systems and other organizations. LSSI sends staff members to a wide variety of local, state, and national meetings and conferences, as well as to network meetings, brown bag lunches, and other opportunities for professional growth. We also send employees for systems training and encourage staff participation in vendor-sponsored webinars and meetings. We will send the library manager for the Nevada County Library to the ALA annual conference and to local and state meetings, as well as to LSSI Day, and will recommend an annual all stafftraining day to be held in one ofthe Nevada County libraries.

Business Confidential—LSSI proprietary information

34

LSSI Proposal for Nevada County Library Operations

November 19, 2009

L

[7
LSSI is also proposing to make additional enhancements that were not described in either of the Library’s Plans. One of these innovations is the addition of a dedicated courier service to deliver library materials and mail between the library branches. LSSI proposes to acquire a courier vehicle, procure insurance, and hire a driver to complete these daily tasks. During our tour ofthe Nevada County Libraries we learned that volunteers are currently performing these tasks for the Library using their own personal vehicles; this arrangement could result in a substantial fmancial liability to the Nevada County Library if an accident should occur. Nevada County will realize significant improvements in library services by partnering with LSSI. Specific enhancements to the current services offered include LSSI’s plan to keep the library facilities open for more hours and more days, provide a courier service to deliver requested items more quickly, install receipt printers for more efficient patron record-keeping, and implement computer scheduling and print server software. Eventually, as noted elsewhere in this proposal, LSSI will consult with local authorities and community groups to define additional needed upgrades and capital improvements. LSSI has a strong track record of performing the basic library functions necessary to improve and promote library quality, such as collections analysis and development, community-based programming, and effective marketing and fund-raising; beyond these functions, LSSI also works with individual local sites to move their libraries forward—often involving technological advances and in several cases even creating and implementing additional sites, buildings, or specialties. LSSI’s overall approach to the thanagement of the Nevada County Library System is driven by Nevada County’s needs and LSSI’s library experience and expertise. A partnership with LSSI will provide benefits not achievable through any other alternative. 3.4 Related Experience Why LSSI? Outstanding Staff

As noted throughout this proposal, LSSI offers Nevada • County a proven track record of extensive expertise and practical experience in managing public library systems. • Technology support Earlier sections have described our acknowledged success in 63 communities nationwide, our outstanding achievements in • Resources for training those sites, reports from customers regarding their high degree of satisfaction, our resources of corporate talent and ego ia eu cos -savmgs energy to supplement clients’ resources and achieve goals not from vendors attainable otherwise, our constructive working relationships • A graphic artist with library groups and related agencies (such as schools, senior centers, and day-care centers), our successful outreach • Fund-raising alternatives to community organizations, our effective fund-raising efforts for local gifts and sizable grants from outside supporters, our • Capital improvements by state-of-the art knowledge regarding new library automation LSSI approaches, and our willingness to provide corporate financial resources to substantially upgrade services and facilities in Nevada County.
. .

I

L

-

Business Confidential—LSSI proprietary information

35

L

LSSJ Proposal for Nevada County Library Operations

November 19, 2009

We encourage Nevada County officials to confer with our current clients (listed in Section 2.3) regarding LSSI’s library management capabilities and we remain available to discuss more fully all parts ofthis proposal.

Business Confidential—LSSI proprietary information

36

LSSI Proposal for Nevada County Library Operations

November 19, 2009

U
Appendix A. Detailed Resumes for Key Staff Members • Frank Pezzanite • Judy Pezzanite
• Ronald Dubberly • Mark Smith • Steve Coffman

• • • • •

Janice Erickson Luther Brady Jemima Perry Yesenia Araiza Robert Windrow

Staff Resumes have been removed from the publicly posted version of the proposal

U U
Business Confidential—LSSI proprietary information 37

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Appendix B.
o

Related Project Descriptions

Arlington (TN) Sam T. Wilson Public Library 0 Collierville (TN) Lucius E. and Elsie C. Burch Jr. Library • Finney County (KS) Library System
• Germantown (TN) Community Library • Jackson County (OR) Library Services

• Jackson-Madison County (TN) Library
• Leander (TX) Public Library

• Millington (TN) Public Library
• Moorpark (CA) Library • Red Oak (TX) Public Library

• Riverside County (CA) Library System • San Juan (TX) Public Library • Shasta (CA) Public Libraries

Business Confidential-rLSSI proprietary information

48

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Arlington (TN) Sam 1. Wilson Public Library
Library Operation and Management Services
LSSI was awarded a contract to operate the Sam T. Wilson Public Library in Arlington, TN following a competitive bid process. This Library was previously part of the Memphis-Shelby County Library System, which left the system when the County withdrew its financial support for library services. LSSI’s staff spent four weeks preparing the library for its grand reopening. Housed in an architecturally-significant building, the library was refurbished, shelving re-oriented, materials displays reorganized for maximum impact, carpets cleaned, and excessive signage removed. The children’s area, computer area, and reference materials were relocated to better suit the library’s unique semi-circular layout. Staff was hired and trained, new library cards designed and purchased, new materials processed and displayed, and the new Sirsi computer system and database installed. Children’s programming was developed and a Summer Reading Program designed to begin the day the library’s doors opened. Both circulation and the number of people attending programs have soared. The library has undergone a cosmetic overhaul, adding new shelving units, seven new public use computers, and specialized storage systems for library media. LSSI’s staff works closely with the Mayor, Town Administrator and the Library Board to develop and implement policies, programs and resources to meet the information needs of the residents of Arlington. The Library was asked to organize the community’s 40th birthday gala for the library in 2007 which was enjoyed by all. The Library hosts a Home Schooled Book Club which is eagerly attended by users from a large area. The Library assists local schools with events like Registration Day and Read Across America Week; the Library also serves as an exam proctoring site. Other successful outreach programs include reading to the Arlington Developmental Center residents, and delivering magazines to local hospitals. The Library is part of the Wolf River Library Consortium (WRLC), sharing a Sirsi ILS, daily courier service, a leased book program, e-books, and access to 42 databases.

Project Description

Customer
Town of Arlington, Tennessee

Address

~ 5854 Airline Drive, Arlington, TN 38002

r

Contact

Russell Wiseman, Mayor (901) 867-2620
1,

Start Date
June

2005

Staffing
2.5 FTE

[

L

L

L.
Business Confidential—LSSI proprietary information 49 L

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Collierville (TN) Lucius E. and Elsie C. Burch Jr. Library
Library Operation and Management Services

I

Project Description

Through a competitive bid process, LSSI won a contract to operate the Lucius E. and Elsie C. Burch Jr. Library in Collierville, TN. During a closure of only fifteen days, LSSI hired and trained staff, purchased and installed a new integrated library system (SIRSI Unicorn), created a new catalog database from brief inventory records, acquired new patron cards, and established acquisitions and processing profiles with vendors. Collierville installed a new telephone and paging system as well as all new computers in the three-year-old building. In the brief project start-up, LSSI staff members in the library interviewed, hired, and trained new and incumbent staff, established library schedules, reorganized workflows, and revamped materials displays. Patrons were re-registered and given new borrower cards. New library programs for children and adults were implemented. An LSSI Interim Library Director oversaw library operations until, a permanent Library Director was hired. Library hours were expanded and Sunday hours added. The library is now open Monday through Thursday from 10:00 am to 8:00 pm, Friday and Saturday from 10:00 am to 6:00 pm, and on Sunday from 12:00 to 4:00 pm. LSSI worked closely with the Mayor, City Administrator and Library Board to develop and implement programs and resources to meet the information needs of Collierville’s citizens. Adult and teen programming was added to the Library’s schedule. LSSI identified and acquired funding for an attractive sports-themed Teen Center in the Library. Programs for seniors were added, including an AARP driving certification program which earns participants discounts on their auto insurance, and an AARP tax preparation specialist, provided each year at no cost to library users. In 2009, the Library applied for and was selected for a twomonth traveling Smithsonian exhibit about the White House Gardens, which drew visitors from all over Tennessee and neighboring states. The Library is a member of the Wolf River Library Consortium (WRLC) which provides ILL, courier service, leased books, ebooks, 42 online databases, and outreach to special needs users.

Customer
.

Town of Collierville, Tennessee

Address

501 Poplar View Parkway, colierville, TN 38017

Contact
James Lewellen, City Administrator (901) 457-2200

Start Date
August 2004

Staffing
a

133 FTE

Business Confldential—LSSI proprietary information

50

LSSJ Proposal for Nevada County Library Operations

November 19, 2009

Finney County (KS) Library System
Library Operation and Management Services
Under a library management contract which began in January 2003, LSSI provides the library staff to manage and operate the Finney County Library System LSSI manages all aspects of library operations, including programs, collections, public services, technical services, staffing, training, automation, facilities maintenance and planning, budgeting and financial processes During the first six months of the contract, LSSI’s interim Project Manager recruited and hired a permanent Library Manager, analyzed and realigned staff responsibilities, conducted numerous staff training sessions, developed a reporting format, and redesigned the existing operational workflow He also provided orientation for the new Library Director, to ensure a seamless transition for Finney County residents and the library staff Specific actions taken by LSSI as result of our operational analysis include • • • • • • • Trained staff in customer service and teambuilding Trained staff in reference service using print and electronic formats, stressing the reference interview Trained staff to better use the Dynix Horizon circulation system and other Horizon modules Developed and implemented weeding guidelines Completed preliminary information technology planning and budgeting Analyzed workflow for technical and public services Assessed and enhanced youth services programming

Project Description

L 1~

Customer
nn~~ County, Kansas

Address

605 East Walnut Street, Ga den City, KS 67846 Rocky cook Board of Trustees (57b) 272-3680

Contact

Start Date
a

January 1, 2003 19 FTE

Staffing

LSSI continues to focus on the need for specific service delivery, better collection development and management, increasing use of information technology, space utilization and facilities planning, and has completed a Strategic Planning process, resulting in a five-year Strategic Plan for the Library. LSSI recently completed a competitive procurement process for the replacement of the Library’s Horizon system, and will be implementing the Library’s new Polaris ILS in December 2009.

LI
Business Confidential—LSSI proprietary information 51

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Germantown (TN) Community Library
Library Operation and Management Services
The Germantown Community Library, formerly a busy branch of the Memphis-Shelby County Library System, became an independent library after Shelby County phased out county support for public library service. Replacing county funding with local funding, city officials could have contracted with the City of Memphis or made the library a City department; instead, they chose a contract with LSSI as the most cost-effective option. The library was closed for just three weeks. Germantown painted the building inside and out while LSSI recruited a totally new staff and installed a new SIRSI Unicorn ILS, used a six-month old inventory tape to create a new cataloging database, ordered and processed $18,000 of new best-sellers, and designed and purchased 60,000 new patron library cards. LSSI recruited and hired a talented staff who hit the ground running, working tirelessly, to prepare for the grand opening in record time. The building was rearranged to remove obstructions and improve flow, the collection inventoried, a flood of returned materials re-shelved, and 3000 patrons registered in the first two days of service. LSSI worked closely with city officials during the transition period. Opening day was a huge success, with a refurbished facility, expanded hours of service, a new automation system, and a new staff. Patrons were excited by the visible changes. In 2006, the Tennessee Genealogical Society selected the Germantown Community Library as the repository for their collection of more than 15,000 items. The City of Germantown renovated an existing former library building to hold this outstanding collection. The new library opened in November 2006 as a branch of the Germantown Community Library called Germantown Regional History a Genealogy Library Center. The Library participates with other LSSI-managed libraries in the Wolf River Library Consortium (WRLC), which provides a shared automation system, daily courier service for ILL, leased books, ebooks, and 42 databases accessible at the libraries or at home. The Library was ranked the second best Tennessee library of its size in the 2008 HAPLR rankings.

Project Description

Customer

City of Germantown, Tennessee 1925 Exeter Road Germantown, TN 38138 Sharon Goldsworthy, Mayor (901) 757-7252 July 2004
13.5 FTh

Address

Contact
a

Start Date

Staffing

Business Confidentiai—LSSI proprietary information

52

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Jackson County (OR) Library Services
Library Operation and Management Services
LSSI has operated the 15 branch libraries of the Jackson County (OR) Library Services since 2007, providing a full range of library services: acquisition; cataloging; reference; circulation; ILL; collection maintenance; automation management; bookmobile and outreach services; coordination with Friends groups; and volunteer programs. The libraries had been closed for six months, so LSSI and the County reviewed and revamped the system’s role, hours, collections, and programming. Accomplishments include: • Completed collection analysis and needs assessment, including the need for services for previously underserved populations • Implemented new programming for all users, including story times in all branches, summer programs, adult and teen book discussion groups, and adult computer classes • Established links to commuhity agencies including day-care centers, Healthy Start, and groups serving homebound adults • Created programming featuring noteworthy local citizens such as such as a poetry writing workshop taught by the state poet laureate, a Monday night lecture series at the Medford branch, and a Thursday night activities evening at Eagle Point • Solicited and used of grants, gifts, and donations for special needs such as materials to celebrate Hispanic heritage and a “Summer Reading on the Road” program from Wal-Mart o Established flexible operating hours for all branches based on usage, and allowed communities to purchase additional hours of service to supplement county hours o Moved library automation operations in-house, resulting in improved communications and cost-effectiveness. Several communities in the County have provided funds to the County to keep their libraries open additional hours. Although hours open are still only about one-half to two-thirds what they were before the libraries closed in April 2007, usage statistics for circulation, visits and program attendance now equal or surpass the statistics before the closing, demonstrating that residents have adjusted their library usage to fit the new hours.

Project Description

L
Customer
a

Jackson County, OR County Courthouse Rm214 10 South Oakdale Ave Medford, OR 97501 Danny Jordan
County Administrator (541) 774-6003

Address
a

Contact
a

Start Date
a

October 2007

tat ing

cc-

- -

76 FTE

• -

Business Confidential—LSSI proprietaryinformation

53

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Jackson -Madison County (TN) Library
Library Operation and Management Services
In 2006, LSSI won a contract to provide labor and operational services to the Jackson-Madison County Library. The Library Board of Trustees hoped to help the library move forward with much needed changes. LSSI works closely with the Board, appointed officials, the regional library, and community groups such as the Friends of the Library. The Jackson-Madison County Library provides a wide variety of services to a diverse population. The library offers unique community resources, including a local history and genealogy library as well as highly-developed adult programming. Change was needed in technology, collection development, children’s services, and increased access to resources for newer parts of the community. In the first six months of operation, LSSI relocated the public access computers from a sthall, dark room to the airy main floor of the library, added Envisionware software for PC scheduling and print management, installed an automated phone system to make more efficient use of staff time, moved reference staff and resources from the mezzanine to the main floor to encourage use by patrons, weeded the outdated fiction collection, set up vendor accounts to order pre-processed books, and worked with the staff to order new books to update the collection. The Library badly needed a branch library in the fast-growing northern part of the city. In December 2007, LSSI opened a new North Library in a 2500 square foot storefront location. The library, decorated in welcoming colors and furnished with modern bookstore fixtures, houses a collection selected specifically for this location. North Library has been very busy since its opening, and has also spurred increasing use of the main library resources. LSSI and the Board of Trustees are currently seeking a larger space for this library and investigating the feasibility of opening a similar branch in the southern part of the city.

Project Description

Customer
a

Jackson-Madison County, Tennessee
-

Address
a

433 E. Lafayette Street Jackson, TN 38301

Contact
a

Sharon Younger, Library
Board of Trustees Chair (731) 668-7367

Start Date
a

November 1, 2006 14.5 FTE

Staffing
a

Business Confidential—LSSI proprietaryinformation

54

LSSI Proposal for Nevada County LIbrary Operattons

November 19, 2009

Leander (TX) Public Library
Library Management Services
LSSI operates the Leander Public Library under the direction of the City Manager, managing all aspects of the Library to provide efficient and cost effective administration and delivery of services to library patrons. The Library moved from an 1800 square foot facility to a new 17,000 square foot building. Under a consulting contract, the City of Leander used LSSI’s building expertise to review the architectural drawings recommend the design and layout of the interior of the new Library. As the new library neared completion, during a two-month transition period LSSI interviewed, selected, hired and trained experienced and qualified staff. The library provides high-quality services and programs during the Library’s 74 hours of operation, spread over seven days a week. LSSI’s Management Team provides orientation, training, and ongoing personal and professional development for the library staff. The Library uses a TLC Library.Solution ILS, and two patron RFID self-charge units and security system from TechLogics. LSSI trained the new staff to use the new system and to train patrons on the use of the self-check units. LSSI’s successes in managing the Leander Library include: • •
o

Project Description Customer

r r

City of Leander, Texas

Address

p o Box 940 Leander TX 78646

Contact
a

Btff Johnson

Cfty Manager (512) 528-2712

Start Date

October 2006
13 FTE

Staffing
a

Purchasing an opening day collection of $25,000 in new library materials Identifying several alternate sources of funding Implementing automation enhancements to ensure stateof-the art approaches to customer access and satisfaction Increasing rates of circulation of library materials, number and variety of library programs for all ages, number of visitors to the library, number of library borrowers, number of reference questions answered, and hours of operation Securing grant funding to implement new services including literacy programs and outreach to underserved populations

LI
Business Confidential—LSSI proprietary information

55

LSSI Proposal for Nevada County Library Operations

November 19, 2009

__________________________________________
Library Operation and Management Services
The City of Millington, TN awarded a contract to LSSI to operate the Millington Public Library following a competitive bid proèess. This library was previously part of the Memphis-Shelby County Library System, leaving the system when the County withdrew its financial support for library services. LSSI’s staff worked closely with the Mayor, City Administrator and the Library Board to develop and implement programs and resources to meet the information needs of the residents of Millington. LSSI has implemented service and operations improvements, recruited a high quality staff, improved and expanded the library’s collections, and developed creative and educational programming for the children, teens, and adults of Millington, Tennessee. LSSI spent four weeks preparing the library for its grand reopening, which fell on the ~ anniversary of the founding of the original library. Shelving was painted and re-oriented to create open areas, obstacles to patrQns were removed, the children’s area was moved and refurbished, the library was thoroughly cleaned, new library cards were purchased, staff was hired and trained, and programming for children and adults was created. The City painted the walls, cleaned the carpets, and restored the library grounds. A Summer Reading Program was implemented, and began the day after the Library’s doors re-opened. New public access computers were installed and an ambitious new series of computer training courses for various age groups has been well-received by the community. The number of children’s story times have tripled, and the library’s hours have been shifted to more closely match the needs of residents. The Library has joined other LSSI-managed libraries in the area to create the Wolf River Library Consortium (WRLC), sharing an automation system, daily courier service between the libraries for ILL, a leased book program, e-book access, and access to 42 databases. In response to recent fears about swine flu, the library staff has implemented an ambitious program of book cleaning; the cover of every book returned to the library is wiped clean before being reshelved, earning many pleased responses from the community.

Mittington (TN) Public Library

Project Description

Customer

City of Millington, Tennessee 4858 Navy Road Arflngton, TN 38053

Address Contact

Richard Hodoes, Mayor (901) 872-2~11 May 20 2005

Start Date

Staffing

Business Confidential—LSSI proprietaryinformation

56

LSSI Proposal for Nevada County Library Operations

November 19, 2009

LI
Moorpark (CA) Library
Library Operation and Management Services

Project Description

Customer
The Moorpark Library, formerly a branch of the Ventura County Library System, became an independent city library after the City of Moorpark decided to leave the county system. City officials chose a contract with LSSI as the most effective and efficient option to run the new city library. The library was closed for only two weeks for the transition. In that time, LSSI repainted the inside of the building and recruited and trained a staff, which includes two fulltime professional librarians. The talented new staff hit the ground running, working tirelessly to prepare for the grand opening. The building was rearranged, refurnished, and 12 new public internet computer workstations installed. A new library website was created. Opening day was a huge success, with a refurbished facility, expanded hours of service, a new automation system, and a new staff. Patrons were excited by the visible changes. LSSI worked closely with city officials during the transition period. Sunday was added as an open day, expanding open hours to 58 per week. Several thousand patrons registered for new library cards within the first months of service. In the first six months of the contract, a large portion of outdated material was weeded and $70,000 worth of new books was ordered, including a large selection of bestsellers, audio books on CD, DVDs, music CDs, children’s books, and Spanish books. An extensive electronic resource database was also added and is available to patrons at home from the library’s website. The Library has joined MCLS, a cooperative of 42 other area libraries, in order to expand their resource sharing base, facilitate interlibrary loan service, and provide comprehensive second-level reference service. LSSI’s staff won a grant to provide a homework help tutor, available online with a library card. Children’s programming was instituted with weekly story times, school tours and a Summer Reading Club. Adult programming, which has never previously been offered in Moorpark, began in fall 2007. LSSI is participating in city plans to build a new 25,000 square foot library facility.
-

a

Add
a

Moorpark, a I ornia

Contact
a
~

599 Moorpark Avenue Moorpark, CA 93021

LI

Jennfter Mellon, Sr.
I

Start Date Staffin
a ~

2007

6.5 FTE

LI

LI

L~
Business Confidential—LSSI proprietary information 57

LSSI Proposal for Nevada County Library Operations

November 19,2009

Red Oak (TX) Public Library
Library Operation and Management Services
-

Project Description

Customer

The City of Red Oak, TX is a fast-growing small community thirty minutes south of downtown Dallas. LSSI helped the City of Red Oak establish a new public library which meets the standards for membership in the North East Texas Library System (NETLS). Through a consulting agreement, LSSI advised the City on the arrangement and furnishing of the new library space, located inside the new City of Red Oak Municipal Building. LSSI’s Management Team members met with the City’s architects and contractors to discuss the finishing of the library’s space. LSSI also helped the City to win a Tocker grant to cover the cost of some of the library’s shelving. LSSI oversaw the installation of the library’s shelving and the purchase and placement of Library furniture and fixtures. The library partners with the Lancaster Veterans Memorial Library to share an Innovative Interfaces library automation system, providing a high-quality system to residents at a minimal cost to the City. LSSI also created a website for the library, which is maintained by library staff members. LSSI interviewed, hired, and trained all library staff members. The 1200 square foot library opened on September 12, 2005. The library is open 40 hours a week, providing services including Live Homework Help, Learn-A-Test test-taking preparation databases, a Summer Reading Club with activities and prizes, programming for children and adults, and the resources available through the Texas State Library System, including TexShare databases. Library outreach initiatives include mounting eye-catching displays in the library’s highly-visible space, just inside the front door of the new Municipal Building. The City plans to expand the current library to keep pace with the community as Red Oak grows from its current population base of about 8000 to become one of the largest cities in the county over the next twenty years as it annexes adjoining land. LSSI is helping the City to seek and apply for grant funding to assist in the building and furnishing of a new library building.

City of Red Oak, Texas

Address

200 Lakeview Pkwy Red Oak, TX 75154 Judy Grant, City
Secretary

Contact

(972) 617-3538

Start Date

septeii-~ber 004 2
1.5 FTE

Staffing
a

Business Confidential—LSSI proprietary information

58

LSSI Proposal for Nevada County Library Operations

November 19, 2009

Riverside County (CA) Library System
Library Operation and Management Services
Since July 1997 LSSI has managed and operated the Riverside County Library System (RCLS) that now includes 34 branches and two bookmobiles. The County Board of Supervisors remains the policy-making body for RCLS and retains ownership of all Library assets. LSSI provides:
-

Project Description

Customer
a

Riverside County California / 4080 Lemon Street Riverside, CA 92501

Address
a

P
U

• • • • • • • • • •

Acquisition of library materials Cataloging and classification Reference and research for adults and children Circulation, ILL, collection maintenance Mail distribution and messenger service Branch library operation, including security Library automation management Network design and administration Bookmobile and Outreach services Coordination with Friends of the Library and volunteer programs
-

Contact
a

Gary Christmas, Chief Deputy County Executive Officer (951) 955-1110 July 1997
.

Start Date
a

Staffing
a

L

LSSI doubled library operating hours, increased staffing 104%, and increased spending on books and library materials from $180,000 to $2.5 million in 2008. LSSI has directed more than 20 building projects, including new branches and renovated libraries; 6 new projects are planned or under construction, including joint-use projects with area schools and partnerships with other jurisdictions and agencies. LSSI has received $8M’- in grants for RCLS, including literacy grants, the creation of a teen reading center, an after-school tutoring program, and a nationally recognized model for tutoring reading. In 2005, the Leer Es Triunfar Latino outreach project won the prestigious John Cotton Dana library public relations award. RCLS was recently selected to host the 2010 Arbuthnot Lecture, the first time in 15 years a California library was chosen. The contract has been renewed several times, most recently for 2007-2012, showing the Countys continued satisfaction.

120-135 FEE

-

U

-

[

Business Confidential—LSSI proprietary information

L

LSSI Proposal for Nevada County Library Operations

November 19. 2009

San Juan (TX) Public Library
Library Operation and Management Services
In May 2007, LSSI won a contract to manage and operate the San Juan (TX) Public Library. San Juan, a fast-growing community of about 26,000 people, is located on the Texas border with Mexico, and more than 95% of the population is Hispanic. LSSI works closely with the City Manager, Library Advisory Board, and other officials and community groups such as the Friends of the Library to improve library services provided to San Juan’s residents. The library is housed in a 2500 square foot prefab building. LSSI analyzed the space and made changes to better utilize every square foot. The small library supports 27 state-of-the-art public computers that are constantly used. In the past, the library experienced difficulties complying with Texas state library standards. LSSI worked diligently to bring the library in line with state standards, ensuring eligibility for state and federal grants and funds. LSSI also provides assistance with funding programs. LSSI recruited and hired an experienced library director, and is working to resolve other issues at the library. The existing space is not large enough to house the library’s entire collection, half of which was previously boxed and inaccessible to staff or patrons. LSSI established an “annex” space for overflow books and materials, and unboxed and organized these items for use by patrons. LSSI has also extended the library’s hours of operation to 56 hours per week. LSSI established procedures to ensure that the library’s operations run more smoothly. Some routine library tasks have been centralized to increase the library’s efficiency and free the onsite staff to provide hands-on in-library assistance to patrons. LSSI created a profile for the library on LSSI’s corporate contracts with all of the leading library book vendors, providing discounts based on LSSI’s total ordering volume. The library uses similar corporate contracts with library and office supply companies to obtain greater discounts on purchases. LSSI is working with the City to identify and apply for grant funding to assist with the building and furnishing of a new library building.

Project

Description

Customer
a

City of San Juan/ Texas

Address
• 709 S. Nebraska San Juan, TX 78589

Contact
a

Pedro Contreras, City

Manager (956) 702-6420

Start Date
• May 1, 2007

Staffing
• S FEE

Business Confidential—LSSI proprietary information

60

LSSI Proposal for Nevada County Library Operations

November 19, 2009

[I LI LI

Shasta (CA) Public Libraries Anderson, Burney, and Redding
Library Operation and Management Services
Public library services in Shasta County date to 1858. In the mid1980s the effects of Proposition 13 led to the main Redding Library’s closure. Friends of the Shasta County Libraries was formed to provide financial support and volunteers for the library. The Shasta Library Foundation was established to raise funds to build an endowment to supplement library funding. In 1996, after a Grand Jury investigation, the City of Redding and the County of Shasta appointed a Library Review Committee which included in its report a recommendation to build a new library in Redding. California Proposition 14 provided grant money that served as the catalyst for realizing the dream of building an outstanding library to serve the citizens of Redding and Shasta County. New Library Now! provided the organizational structure and leadership needed to raise more than $8 million in matching funds for the new library. Replacing county funding with local funding, city officials could have made the library a City department; instead, they chose a contract with LSSI as the most cost-effective option to operate the new library as well as the two county branch libraries in Anderson and Burney, CA~
-

Project Description

Customer
a

Shasta County, California

Address
• 777 Cypress Avenue

Redding, CA 95001

Contact
a

Peggy O’Lea Library Foundation Director and Library Advisory Council

Chair 0146

(530) 246-

Start Date
a

January 2007
21 FEE

During the transition to the new facility, the library was closed for 2 months while LSSI recruited existing and new staff to prepare the collection for the new library’s enhanced technology. LSSI’s Management Team helped install 82 public computers, public copy centers, and automated equipment including several self-check machines and a nine-bin sorter. Assisted by LSSI, the staff inserted RFID tags in all 120,000 volumes in the library’s collection. The library staff and volunteers worked with county and city officials to prepare a grand opening, which was a huge success. More than 5,000 citizens attended the event to “check out” the new library and its services. The increase in library hours open and new services including free wireless internet access, community meeting rooms, and new teen and adult programs, have made the library a great attraction. Statistics for number of borrowers and circulation have mushroomed since LSSI began operating the library.

Staffing
a

[.1 [I [I~

I LI LI. LI LI

Business Confidential—LSSI proprietary information

61

LSSI Proposal for Nevada_County Library Operations

November 19, 2009

C.

Proposed Implementation Timeline with Milestones

Approximately 4-6 Weeks Between Contract Award and Start of Services Activities
Define staffing configuration for each location Meet with incumbent staff

Milestones
FTE and schedules identified for all sites Questions and issues addressed; applications submitted by all interested incumbents Interviews and employment testing complete Employee list available for system and by site Information disseminated regarding benefits, expectations, and procedures Summary available of observed status and needs of all sites and systems

Advertise in local media for applicants Ads placed online and in hard copy media Hold introductory meetings with all stake- holders Sessions held to introduce the company and plans

Interview all interested incumbents and others
Staff the System Hold staff orientation session for all employees Perform the LSSI Five-Star Assessment

Further refine the Transition Plan Speci~’etails ofthe new courier service d
Review terms of existing relevant County contracts Establish formats and timelines for required periodic financial reports Establish formats and timelines for required reports incorporating performance measures

Draft plan available with next steps and timing
specified for system improvements

Schedule, routes, driver, and vehicle identified
Next steps and responsible party identified for each existing contract Draft report form available for review and edits Draft report form available for review and edits

At Contract Start

Activities
Open all libaries on time as scheduled Begin appropriate stafftraining Begin service and operations enhancements Implement service and function plans Compile and submit monthly and annual performance reports

Milestones
Services begin without interruption Topics and schedule defined Improvements begun as described in proposal Performance monitoring in place Reports available as per contract

Midway Through First Year and Periodically Thereafter

Activities
Assess progress according to

Milestones
established Periodic analyses and reports available to county

milestones
Consuh with stake-holders regarding needed

authorities
Plans for next steps adjusted based on

refinements
Revise plans for upcoming contract periods

consultation
Later reports document progress toward new goals

Business Confidential—LSSI proprietary information

62

LSSI Proposal for Nevada County Library OperatIons

November 19, 2009

D.
3

Twelve Assurances Required by

Section 3 of the RFP

GENERAL CONDITIONS

3.1 Library Systems & Services, LLC will assume full responsibility for all services and activities offered in this proposal and will be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract awarded as a result of this proposal. 3.2 Library Systems & Services, LLC assures Nevada County that any contract awarded

under this RFP will be performed in full compliance with Titles VI and VII of the Civil Rights Act of 1964, as amended, and Section 504 of the Rehabilitation Act of 1973, as amended. LSSI further assures that the services provided will be performed in compliance with all applicable county, state, and federal laws and regulations pertinent to this project. Evidence of LSSI skills necessary to perform the duties of this contract is included in Sections 2.3 and 3.1.7.9 of the
proposal. Reference contact information is included in Appendix B.

3.3 Library Systems & Services, LLC assures Nevada County that all parts of the contract awarded under this RFP will comply with the requirement of 42 U.S.C. Sections 1171 and following, and the Health Insurance Portability and Accountability Act of 1996 (HIPAA), as amended. 3.4 Library Systems & Services, LLC assures Nevada County that all officers, agents, and
employees will at all times be acting and performing in an independent capacity and not as an officer, agent, servant, employee, joint venture, partner, or associate of the County. 3.5 Library Systems & Services, LLC chooses not to submit an alternate proposal.

1~.

3.6 Library Systems & Services, LLC does not discriminate on the basis of race, color, sex, age, national origin, religion, sexual orientation, marital status, ancestry, genetic identification, political affiliation, or physical disability or medical condition in matters affecting employment or in providing access to programs for employees. Library Systems & Services, LLC recognizes the right of Nevada County to reject any and all proposals, to negotiate specific terms, conditions, compensation, and provisions on any contracts that may arise from this solicitation; to waive any informalities or irregularities in proposals, and to accept the proposal that appears to be in the best interest of the County of Nevada, based on the experience of those proposed to provide services as well as the quality, equality, efficiency, utility, suitability of the services offered and the reputation of the finn, along with other relevant factors. 3.8 Library Systems & Services, LLC recognizes the right of Nevada County to request clarification, fail to enter an agreement, fail to select any offeror, amend or cancel this process at any time, interview o iferors prior to award and request additional information at that time, 3.7

LI
Business Confidential—LSSI proprietary information 63

LSSJ Proposal for Nevada County Library Operations

November 19, 2009

negotiate a multi-year contract or one with an option to extend the duration, award more than one

contract, and/or issue similar RFPs in the future. 3.9 Library Systems & Services, LLC has reviewed the Countys standard Personal Services Contract included as Attachment C to the RFP and agrees to its appropriateness. 3.10 Prior to commencement of services under this contract, Library Systems & Services, LLC agrees to provide evidence of insurance coverages including Workers Compensation,
Commercial General Liability (naming Nevada County as an additional insured), Comprehensive Business or Commercial Automobile Liability for Owned Automobiles and Non-owned or Hired Automobiles, Error and Omissions Insurance if deemed appropriate, and Professional Liability or Malpractice Insurance. Library Systems & Services, LLC agrees to maintain the required coverages, at its sole cost and expense, throughout the entire term and any subsequent renewal terms of the contract. 3.11 Library Systems & Services, LLC has adhered to standard sustainable practices policies in preparing this proposal, including the use of post-consumer recycled paper and packing products and the use of both sides of the paper.

3.12 Library Systems & Services, LLC has prepared and submitted this proposal, and will respond to any inquiries for further information, solely at its own cost.

Business Confidential—LSSI proprietary information

64

fl~..:r

flTT

E~T

~.E..Tflfl

Sign up to vote on this title
UsefulNot useful