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HomeMy WebLinkAbout1997-04-28 City Council (17)Manager’s Repor TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS AGENDA DATE: APRIL 28, 1997 CMR:225:97 SUBJECT:REQUEST FOR AUTHORIZATION TO SOLICIT CONSULTANT PROPOSALS FOR FACILITATION AND ARCHITECTURAL SERVICES FOR PROPOSED ARASTRADERO PRESERVE FACILITY REOUEST This is a request for approval toseek proposals for a consultant to act as a facilitator during discussions with community groups and others providing input on the use and design for a new facility at the Arastradero Preserve. The consultant will also provide architectural services such as the preparation of site plans and conceptual drawings of potential facilities. RECOMMENDATIONS Staff recommends that Council authorize staff to solicit consultant proposals to provide facilitation and architectural services related to a new facility in the Arastradero Preserve. After an appropriate consultant is identified, staff will return to. Council for approval of a consultant’ contract. POLICY IMPLICATIONS Approval to solicit consultant proposals is typically granted annually through the Council Policy and Services and/or Finance Committees. Staff received direction from Council to explore the development of a new facility in mid-year, which was outside of the normal review timeframe for these committees. The City’s Policy and Procedures Manual (section 1-10), however, states that Council can authorize consultant hires outside of the annual review process. This item is being requested for approval directly by Council in order to expedite the consultant selection process so that discussions and conceptual design work may begin in July 1997, as the project is included in the FY 1997-98 Capital Improvement Program. On March 11, 1996, Council directed staffto explore the potential for a new, modest facility to serve as a gateway to the Arastradero Preserve (CMR:253:96). The concept for this facility developed from the discussions related to the existing structures on the Preserve which staff was directed to remove. Dismantling of the existing buildings is currently in progress, wi.th a focus on the potential reuse and recycling of building materials. It may, CMR:225:97 Page 1 of 2 therefore, be possible for any new facility to be constructed partially of reused materials recycled from existing structures. In order to determine the feasibility, location and potential uses of a facility on the Preserve, it is recommended that Council authorize staff to request proposals from consultants to assist staff by acting as an impartial facilitator among Preserve neighbors, community members, local environmental groups and other interested parties. The consultant will be required to~ lead group discussions and prepare conceptual architectural drawings Or presentations concerning potential uses of the facility, size, cost, potential sites and design features. It is anticipated that the selected consultant will be an architect with strong facilitation skills. Many architects have excellent communication skills as they are often required to work with both owners and end-users during the development of design concepts. The proposed Scope of Work is attached. FISCAL IMPACT The Arastra Fund. has been established under the auspices .of the Peninsula Community Foundation, a not-for-profit agency. The procedures for requesting funding for Preserve projects require City Council approval of the proposed expenditures. It is anticipated that all costs associated with this project will be eligible for reimbursement by the Fund. The estimated cost for the facilitator is $40,000, which is included in the FY 1997-98 Capital Improvement Program. These funds will not be encumbered until after June 30, 1997. -’-: :-O_ --E A ASSE-SME _ These services do not constitute a project for purposes of the California Environmental Quality Act thereforeno assessment is required. PREPARED BY: Karen Bengard, Senior Engineer, Public Works DEPARTMENT HEAD REVIEW: "~//~" ~ GLENN ROBERTS Director of Public Works DEPARTMENT HEAD REVIEW:~ PAUL THILTGEN ~ty Services City Manage%// CMR:22~:97 Page 2 of 2 EXHIBITA SCOPE OF WORK FACILITATION & ARCHITECTURAL SERVICES RELATED TO A NEW FACILITY AT THE ARASTRADERO PRESERVE Introduction: The City of Palo Alto, D~partment of Community Services (City), is seeking a qualified firm ¯(Consultant) to serve as a facilitator during discussions related to the design of a new facility at the Arastradero Preserve. The Consultant shall also produce conceptual drawings and cost estimates for said facility. Description of Project: The Arastradero Preserve, which is open to the general public, is owned by the City of Palo Alto and consists of 609 acres of rolling grassland with oak forests. It is located on the east side of Interstate 280, a quarter-mile north of the intersection of Page Mill Road and Arastradero Road (refer to Figure 1). Dismantling of existing buildings on the Preserve is currently in progress and the new facility would serve in-lieu of the existing structures. If possible, it would be desirable for the new facility to be constructed at least partially of reused materials recycled from the existing structures. ¯ In order to determine potential uses, siting, design and cost of a new facility, the Consultant will serve as a facilitator between Preserve neighbors, community members, local environmental groups and City Staff. The Consultant will be required to lead group discussions and prepare conceptual drawings or presentations related to potential uses of a facility (staff use, public, educational, etc.) as well as identify potential sites, design features, building size, cost, etc.~ While the facilitator does not need to be an architect, a licensed architect should be part of the Consultant team so that ideas for potential facilities can be translated into drawings. PHASE I -, Identify Needs and Design Parameters Task 1:Facilitation City shall contact Preserve neighbors, community groups and others that have an interest in the Preserve in order to establishan initial meeting da~e and location. Additional community meetings will be held over approximately a six-month period. In order to encourage involvement, it is likely that meetings with the community will be held in the evenings. April 16, 1997 LI Consultant shall facilitate meetings in order to determine potential facility uses and locations. Questions related to the facility may include: Facility Uses: What would the new facility be used for (working spaces for City park rangers, educational purposes, etc.)? . Facility Design: Based on the facility’s use, what size should it be? What should the exterior look like? Are there environmentally-sensitive construction techniques or materials that can be incorporated? Where should it be located? What are security and/or maintenance issues? How will people access the site - will new infrastructure be needed? Will existing parking lots, footpathsl creek crossings, utilities or other infrastructure need to be relocated? Will new utility lines be needed or are existing lines nearby? Task 2: Task 3: Prepare Conceptual Drawings and Cost Estimates for Potential Facility In order to aid in the visualization of potential facility styles, Consultant shall prepare up to four (4) schematic drawings showing .proposed facility’s architectural and landscaping features. The drawings shall be based on, or incorporate, comments or ideas developed during the meetings outlined in Task 1 and shall be revised as needed to reflect ongoing commems by staff or the community. Conceptual cost estimates shall be prepared for each of the proposed designs and shall include the cost of constructing the facility; landscaping; existing and proposed parking; utility and infrastructure requirements; design and construction management costs, and other related costs. Meetings Consultant shall prepare for and actively participate in the following meetings related to Phase Itasks: Community meetings: Seven (7) total.at approximately 3 hours each. Each meetings may include a formal presentation. City staff or Arastradero Task Force meetings: Six (6) total at approximately 2 hours each. April 16,¯ 1997 2 Architectural Review Board presentation: One ~1) formal presentation at approximately 2 hours. Planning Commission presentation: One (1) formal presentation at approximately 2 hours. City Council presentation: One (1) formal presentation at approximately 2 hours. Consultant shall prepare agenda for City review prior to community meetings. Consultant shall prepare meeting minutes (for distribution by City) within seven (7) days after the meeting. Meeting Minutes shall detail key discussion items, resolutions and action items. Task 4:Facility Report Consultant shall prepare up to ten (10) copies of a draft report outlining the process that was involved in developing the proposed facility design(s). Consultant shall discuss the recommended design option(s), environmental concerns, conceptual costs, potential uses and other related items. After review of the draft document by City and other interested parties, Consultant Shall incorporate written comments into a final report and prepare up to twenty (20) copies for distribution by City. Services and Information Provided by the City: The following information or services will be provided by the City: AutoCAD drawing file (and hardeopy) showing the location of existing utility lines and footpaths along the creek from Arastradero Dam to Arastradero Road Survey. information related to property line locations Spot-survey information that may be required for site investigations Existing utility information Blueline aerial of part of the Preserve (primarily area near the dam) List of recycled materials (retained by City in storage) that may be incorporated into potential facility design. April 16, 1997 3 PHASE II - Task 6: Task 7: Task 8: Future Services (the following is provided for information only) After the successful completion of Phase I activities, City may elect to negotiate with Consultant for Phase II services. Such services may include: Prepare Environmental Assessment Consultant shall prepare environmental analysis, of the project in conformance with the California Environmental Quality Act. Consultant shall also prepare Site and Design Review Package in conformance with City of Palo Alto requirements. Prepare Facility Construction Documents (Plans, Specifications and Construction Cost Estimate) Consultant shall prepare final design plans, specifications and estimates. Construction Services Consultant shall provide construction management services, inspection, testing services and maintenance for any landseaping/seedings. Attachment: Figure 1, Vicinity Map END April 16~ 1997 4 i o VINCINITY MAPo ARA~I’RADERO LAKI~ Arastradero Preserve