Title
a. Approve and authorize the Library Director and/or her Designee to accept a grant from the California State Library in the amount of $250,000 to purchase a new North County Bookmobile; and
b. Approve and authorize the Library Director and/or her Designee to sign an agreement with Farber Specialty Vehicles, Inc., effective March 1, 2021 through March 31, 2022 in an amount not to exceed $370,000 to construct and deliver the Bookmobile.
.Report
RECOMMENDATION/SUMMARY:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Library Director and/or her Designee to accept a grant from the California State Library in the amount of $250,000 to purchase a new North County Bookmobile; and
b. Approve and authorize the Library Director and/or her Designee to sign an agreement with Farber Specialty Vehicles, Inc., effective March 1, 2021 through March 31, 2022 in an amount not to exceed $370,000 to construct and deliver the Bookmobile.
DISCUSSION:
The Monterey County Free Libraries provides three Bookmobiles to serve areas of the County unable to effectively reach, access, or use a branch library. Included in a regular rotation of stops are communities with no branch building, schools, senior living facilities, and other community gathering areas. The Bookmobile serving the North area of the County is a 1993 Thomas Bus, with frequent breakdowns, and significant time off the road for repairs.
In April 28, 2020, the Monterey County Free Libraries applied for a grant from the California State Library, was granted the award and will receive complete funding for $250,000 by June 23. 2021. In addition, on June 6, 2020, a Capital Improvement Project was created to replace the North County Bookmobile, with an estimated project cost of $370,000. As part of the County budget process for FY 2020-21 the Board of Supervisors approved the funding of the difference - in the amount of $120,000.
State Grant $250,000
CIP funding $120,000
Total Estimated cost $370,000
The Monterey County Free Libraries worked with Contracts and Purchasing, and issued an RFP for the Bookmobile. The RFP included both required elements and options so each vendor could provide recommendations with cost options. Five vendors submitted proposals, and a team of five scored the proposals, with the highest scoring response from Farber Specialty Vehicles, Inc. After negotiation with Farber Specialty Vehicles, the final development and options for the Bookmobile was selected. The build time is expected to be about 300 days, putting the new Bookmobile in Monterey County serving the public well in time to meet the California State Library Grant deadline.
Bookmobiles serve many additional functions, and those functions have expanded during the COVID-19 pandemic. This Bookmobile will be equipped with the ability to act as a roving hot spot, to serve communities during designated route stops and in emergency functions, as the South County Bookmobile did during the fires in 2020, when it provided the wireless internet access for the San Lorenzo Valley Fairgrounds when used as an emergency shelter. This new Bookmobile is equipped to carry a wide variety of materials and technology, expanding the service and purpose of a stop from just item selection and check out to programming, technology access, connectivity, and more. Elements of the vehicle can be powered with the engine, a gasoline generator, electric batteries, shoreline connection, and solar panels. With the reliability of a new vehicle; along with added fuel efficiency, generator capacity, and flexibility; stops can be expanded and retooled, as we have new communities throughout the County that need public library service, and greater needs for connectivity and educational programming. Bookmobile service is a core element of the Monterey County Free Libraries Strategic Plan, and this is an opportunity to significantly enhance the program with a new vehicle.
OTHER AGENCY INVOLVEMENT:
Contracts and Purchasing and Fleets Services assisted and reviewed the RFP Process and criteria and provided a rater for scoring the proposals.
FINANCING:
Monterey County Free Libraries will use the $250,000 grant from the State of California and the rest of the portion of the anticipated purchase cost, in the amount of $120,000, will come from County CIP Funding (Project #61108), approved by the Board of Supervisors on June 2, 2020.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The purpose of the purchase of the bookmobile is to serve areas of the County unable to effectively reach, access, or use a branch library. Included in a regular rotation of stops are communities with no branch building, schools, senior living facilities, and other community gathering areas.
__Economic Development
__Administration
X Health & Human Services
X Infrastructure
__Public Safety
Prepared by Jacqueline C. Bleisch, Administrative Services Officer, (831)883-7576
Approved by: Hillary Theyer, Library Director, (831) 883-7566
Attachments:
County Standard Agreement - MCFL with Farber Specialty Vehicles
Exhibit A - Scope of work
CA State Grant Summary and Certification
CA State Grant Award and Agreement
CIP Project #61108 North County Bookmobile Funding FY 21-22
Farber Specialty Vehicles Quotations