AGREEMENT NO. 2022-162A
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
This Amendment to Agreement No. 2022- 162 (Amendment) is entered into between the City of Camarillo, a California general law city and municipal corporation (City), and Library Systems and Services, LLC , collectively referred to as the Parties. The effective date of this Amendment is March 1, 2026.
RECITALS
A. On June 22, 2022 , the City Council approved Professional Services Agreement No. 2022-162 with Library Systems and Services, LLC (LS&S) for operation of the Camarillo Public Library as described in Exhibit A in the amount of $ 22,975,384 + Materials for ten years, effective July 1, 2022 (Agreement).
B. LS&S provides library operating services, adulty literacy programs, business coordination and information technology services to the Camarillo Public Library. LS&S has been providing exemplary service since they took over administration from the County of Ventura in 2011. The City wishes to add library facility reservation services to the existing scope of services.
C. Pursuant to Section 3 of the Agreement, the parties wish to a mend the existing scope of services to include reservation services as outlined in Exhibit A2.
D. All capitalized terms not defined in this Amendment have the meaning set forth in the Agreement.
Section 1. Amendment. The Agreement is amended as follows:
a. Exhibit A is amended to include Exhibit A2 adding library reservation services to the existing Scope of Services covered in Exhibits A and A1.
b. Exhibit B is amended to include Exhibit B2 adding library reservation services to the existing Key Personnel & Compensation covered in Exhibit B.
c. Exhibit A. Section B3 is amended to read as follows: The Library will be closed on the following holidays: New Year’s Day, Dr. Martin Luther King Jr. Day, Presidents’ Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day.
Section 2. Compensation and Payment. This Amendment is for a not -to-exceed amount of $272,606, for a total agreement amount of $23,247,990 plus materials.
Section 3. Continuation of Terms of Agreement. Except as expressly modified by the terms and provisions of this document, the remaining terms and provisions of the Agreement remain in full force and effect.
THE AUTHORIZED REPRESENTATIVES of the Parties have caused this Amendment, Agreement No. 2022 -162A, to be executed as of the Effective Date. Signatures are on the following page.
CITY OF CAMARILLO
Greg Ramirez, City Manager
ATTEST:
City Clerk
LIBRARY SYSTEMS AND SERVICES, LLC
Name: Todd Frager, CEO
Name: Cullen Donohose, CFO
Attachments:
EXHIBIT A2 (Scope of Service for Library Facility Reservations Support) EXHIBIT B2 (Key Personnel & Compensation for Library Facility Reservations Support)
EXHIBIT A2
Scope of Service
Library Facility Reservations Support
Section 1. Purpose
The purpose of this Exhibit A2 is to set forth additional terms of the Agreement regarding the responsibilities of the City of Camarillo, acting through its Administrative Services Department and LS&S, acting through its employees assigned to operate the Library.
Section 2. Definitions
“Library Staff” means LS&S employees assigned to provide services at the Camarillo Public Library.
“Reservable Spaces” means rooms and areas made available for public or private reservation, including but not limited to the Community Room, Boardroom, Conference Room, Courtyard, and any additional spaces designated by the City.
“Reservation System” means City-approved online reservation system, software, or platform used to manage booking availability, holds, and event scheduling. “User” means a member of the public, organization, agency, or entity requesting to reserve Library space.
“Documents” means required documentation including certificates of insurance, hold harmless agreements, business license documentation, IRS determination letters, and any forms required by City policy.
“Standard Configuration” means the City-approved room setup layouts used for events.
Section 3. Scope and Responsibilities
A) Reservation Intake and Customer Service
LS&S shall serve as the primary public -facing point of contact for all inquiries regarding Library facility reservations. Library Staff shall respond to initial questions received via phone, email, or in person, providing guidance regarding room availabili ty, reservation procedures, applicable fees, rules, and set-up options. As part of this role, LS&S shall be responsible for reviewing availability within the R eservation System and informing Users of suitable alternative dates if requested times are unavai lable. LS&S shall also provide information about the policies governing the use of Library facilities, including insurance requirements, cancellation rules, and limitations on permissible room uses.
When appropriate, LS&S shall coordinate and schedule walkthrough appointments for Users or vendors wishing to view the room or understand equipment operation prior to an event. This customer service responsibility includes maintaining timely communication with Users throughout the inquiry and reservation process.
B) Booking, Documentation, and Payment Processing
LS&S shall be responsible for collecting, reviewing, and processing all reservation applications. Upon receiving an application, Library Staff shall examine it for completeness, confirm that the proposed event complies with City policies , and request any missing information from the User. LS&S shall place a tentative hold on the requested date in the Reservation System and collect all required D ocuments, including proof of insurance, hold harmless agreements, vendor lists, and 501(c)(3) verification for non-profit rates. If the User intends to sell items as part of the event, LS&S shall collect the User’s business license documentation.
LS&S shall manage the intake of documentation and make available to City for periodic review and audit. LS&S shall provide Users with a breakdown of applicable fees, process payments through the Library’s cashiering system, and issue receipts promptly. LS&S shall communicate with Users throughout the booking process by issuing tentative confirmations, while outstanding D ocuments are pending, and i ssuing final approval confirmations once all requirements have been satisfied. Library Staff shall ensure the Reservation System is consistently updated to reflect confirmed bookings, setup requests, and relevant documentation.
C) Event Preparation and Day-Of Support
LS&S shall prepare the Reservable Spaces for approved events in accordance with the City’s policies. Library Staff shall arrange the room using an approved standard configuration to accommodate up to 20 attendees . LS&S shall provide tables and chairs to Users, who will be responsible for adding additional seating themselves, if needed .
LS&S shall also coordinate equipment access and provide Users with basic instructions for audiovisual systems and other City-provided equipment.
LS&S shall coordinate special requests such as piano tuning by notifying the City’s designated piano service provider and scheduling the appointment as required. For events occurring outside of regular Library hours, LS&S shall coordinate with Users to ensure the required security guard is scheduled through the City -approved vendor. Although LS&S manages the scheduling of such services, the City remains responsibl e for contracting and maintaining the security vendor relationship. On the day of the event, LS &S shall ensure that Library Staff are available to provide access to the facility, answer questions, and guide Users in the operation of approved equipment.
D) Post-Event Procedures and Refund Processing
After each reserved event concludes, LS&S shall conduct an inspection of the room. This includes evaluating the condition of the carpet, furniture, equipment, and any other relevant facility features. LS&S shall document any damage through written notes and photographs and estimate repair or replacement costs if necessary. Following thi s assessment, LS&S shall prepare the documentation required to process any deposit refund or deposit withholding.
Although LS&S prepares these materials, the City maintains authority over the approval and issuance of all deposit refunds and adjustments. Refunds shall be processed by the City’s Accounts Payable division after reviewing the documentation submitted by LS &S.
In cases where damages exceed the amount of the deposit, LS&S , in coordination with the City, shall prepare an invoice and notify the User, while the City will approve the final billing amount before it is issued. LS&S shall also be responsible for com pleting room teardown and restoring the space to its standard condition after each event.
E) Equipment, Maintenance, and Facility Protection
LS&S shall oversee the use of City-owned rental equipment during events and ensure that Users operate such equipment in accordance with approved procedures. Library Staff shall monitor the condition of the carpet, walls, furniture, and other facility elements before and after reservations, reporting any concerns to City staff. LS&S shall enforce all City policies regarding permissible decorations, facility protection measures, and general room use to safeguard the Library from damage or excessive wear.
Major facility maintenance, repairs, and capital improvements remain the responsibility of the City. LS&S shall notify the City of maintenance needs identified during event preparation or cleanup.
F) City Responsibilities
The City will periodically review and audit Documents and authorize deposit refunds and financial adjustments. The City shall establish and maintain all policies, regulations, and fee schedules governing the use of Library facilities and shall notify LS&S of any updates.
The City also maintains responsibility for major fa cility maintenance, contracting security and catering services, a nd determining whether exceptions or deviations from standard policies will be granted for specific events.
G) Joint Responsibilities
LS&S and the City shall work collaboratively to ensure the effective management of Library facility reservations. Both parties shall communicate regularly regarding policy updates, unusual reservation circumstances, and any issues that arise during the course of event support. LS&S shall support the City in developing or revising forms, procedures, or workflows and shall coordinate with the City in responding to emergencies or incidents associated with reserved events.
H) Performance Expectations
LS&S shall provide professional, courteous, and timely customer service throughout the reservation process and shall adhere to City -established timelines for communication, document collection, and follow-up actions. LS&S shall maintain accurate and organized records of all reservations and associated Documents using the Reservation System. The City and LS&S shall work together to ensure that all aspects of the reservation process align with community expectations and City operational standards.
END OF EXHIBIT A2
EXHIBIT B2
Key Personnel & Compensation
Library Facility Reservations Support
The costs associated with the services outlined in Exhibit A2, Scope of Services for Library Facility Reservations Support are as follows:
Period Annual Cost with 2% Escalator
March 1 – June 30, 2026 $15,235 (Prorated)
July 1 – June 30, 2027 $40,800
July 1 – June 30, 2028 $41,616
July 1 – June 30, 2029 $42,448
July 1 – June 30, 2030 $43,297
July 1 – June 30, 2031 $44,163
July 1 – June 30, 2032 $45,047
TOTAL $272,606