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Home My WebLink About1996-08-05 City Council (38)TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: Public Works AGENDA DATE: August 5, 1996 CMR:364:96 SUBJECT:Budget Amendment Ordinance and Amendment to Consultant Agreement for Refurbishing the Council Chambers, CIP 19625 REOUEST Council is requested to approve a Budget Amendment Ordinance and an amendment to an existing consultant agreement to provide consulting services for refurbishing the Council Chambers. RECOMMENDATIONS Staff recommends that Council: Adopt a Budget Amendment Ordinance for $58,000 to fund the Council Chambers Refurbishing Project, CIP 19625 (Attachment B). Amend the consultant agreement with CSS Associates, Architects to include an additional $52,000 for consulting services for Council Chambers Refurbishing Project, CIP 19625 (Attachment C). o Authorize the City Manager or her designee to negotiate and execute one or more change orders to the consultant agreement with CSS Associates, Architects, the total amount of change orders which shall not exceed $6,000. POLICY IMPLICATIONS Approval of this action does not represent any change to existing policies. EXECUTIVE SUMMARY " On May 6, 1996, Council directed staff to proceed with an expedited schedule using CSS Associates to develop alternative design concepts for correcting deficiencies with respect to audio and visual presentation capabilities, cable television and radio transmission accommodations, Council dais and staff area layouts, public accessibility and seating, and overall aesthetics (CMR:250:96). Staff has negotiated an amendment to the current contract for $52,000 with CSS Associates to: CMR:364:96 Page 1 of 2 Develop three alternative improvement scenarios. Each scenario would be different in how individual improvement elements are interrelated and emphasized. All scenarios would maximize incorporation of any short-term improvements. The alternative scenarios, with a range of estimated costs, would be presented to Council for comment and selection. The alternatives will be based upon the attached list of conceptual improvements, which reflect information on the surveys received from Council Members (Attachment A). In accordance with Council feedback, all proposed improvements will be made within the existing general layout of the Chambers. Prepare a schematic design and develop a budget for the chosen scenario, which would be incorporated into the Council Chambers Refurbishing CIP project. All the work is scheduled to be completed in time to include the schematic design in the FY 1997-98 budgetary process. FISCAL IMPACT The preliminary design phase will be funded from a Budget Amendment Ordinance, which advances $58,000 from the Budget Stabilization Reserve to newly created Council Chambers Refurbishment CIP 19625, as part of the Capital Improvements Program allocation of General Fund revenues. ENVIRONMENTAL ASSESSMENT The project is exempt from the California Environmental Quality Act (CEQA) under Section 15301 of the CEQA Guidelines. ATTACHMENTS A - List of Improvements B - Budget Amendment Ordinance C - Amendment #3 to Consultant Agreement PREPARED BY: George Bagdon, Assistant Director of Public Works DEPARTMENT HEAD REVIEW: CITY MANAGER APPROVAL: GLENN S. ROBERTS Director of Public W.._~rks CMR:364:96 -Page 2 of 2 Attachment A Council Chambers List of Conceptual Refurbishment Improvements The following List of Conceptual Improvements has been developed from the survey information received from the City Council with input from staff. The list will provide a framework for developing three Design alternatives for the Council Chambers Refurbishing Project. General ® ® Chamber Configuration Relocate the T.V. Booth from the Council Chambers to another location within the Civic Center or to another site. Recarpet, refinish and generally refurbish the chambers to provide a consistent look throughout the Chambers. Install energy efficient lighting. Provide a permanent location and furniture for public notices, packets, and handouts. Dais Design Reconfigure and imProve the dais to improve site lines to the screen area, accommodate current and future electronics/data/communications systems, improve the microphone system and update cabinet work. o . Replace Council chairs. Staff Area Raise the floor between the dais and the public seating to provide ADA access to the staff and public seating area. (This improvement will reduce "looming" appearance of the dais, improve sight lines between Council and staff and allow the option of adjusting the distance between the dais and the public area). Reconfigure and!or modify the wood partition between the staff and public areas to provide an alternate access point into the area and to soften the transition between the staff and public areas. Provide furniture, upgrade the microphone system, install a lighted speaking signal system and reconfigure the area to accommodate administrative staff. Provide a designated area for supplemental staff that would either be part of or separate from the public seating area. Consider an additional access door from the Council Conference room to the Council Chambers for supplemental staff to enter the Council Chambers. Upgrade the administrative staff’s computer system and integrate with the updated electronics/data/communications system. Page 1 of 2 Pages Council Chambers Refurbishment List of Conceptual Improvements Public Podium Relocate and upgrade the public podium into a central presentation location which would serve both the public and staff and integrate into the electronics/data/communications system. Public Seating Area ¯Replace the existing seating with more comfortable accommodations. ¯Provide required accessibility for the disabled. ¯Relocate and upgrade the voting board. ¯Modify the public entrance to the Council Chambers from the lobby area as a result of the T.V. both relocation. Presentation Systems Provide an integrated presentation system which will accommodate slides, models, computerized data from the public and staff. The system will be integrated with the podium, staff area and dais and the electronics/data/communications system. Provide a separate viewing screen for .presenting the agenda and for the presenting other information with improved visibility for all levels of light. Provide digital recording equipment. Page 2 of 2 Pages Attachment B ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 1996-97 TO PROVIDE AN ADDITIONAL APPROPRIATION FOR THE CITY COUNCIL CHAMBERS REFURBISHING CAPITAL IMPROVEMENT PROJECT 19625 WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 24, 1996 did adopt a budget for fiscal year 1996-97; and WHEREAS, on May 6, 1996, Council created Capital .Improvement Project 19625 (CIP 19625), City Council Chambers Refurbishing, to upgrade and refurbish Council Chambers; and WHEREAS, the budget needs to be amended to provide an additional appropriation to CIP 19625, City Council Chamber Refurbishing, of $58,000 to contract for the preparation of alternative design, concepts for updating Council Chambers; and WHEREAS, City Council authorization is needed to amend the 1996-97 budget as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: SECTION i. The sum of Fifty-Eight Thousand Dollars ($58,000) is hereby appropriated to Capital Improvement Project No. 19625, City Council Chambers Refurbishing, and the Budget Stabilization Reserve is correspondingly reduced. SECTION 2.This transaction will reduce the Stabilization Reserve from $15,993,782 to $15,935,782. Budget SECTION 3. As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a two-thirds vote of the City Council is required to adopt this ordinance. SECTION 4. This project has been determined to be categorically exempt from the California Environmental Quality Act ("CEQA") under Section 15302 of the CEQA guidelines. SECTION 5. As provided in Section 2.04.350 of the Palo Alto Municipa! Code, this ordinance shall become effective upon adoption. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST:APPROVED: City Clerk Mayor APPROVED AS TO FORM:City Manager Senior Asst. City Attorney Deputy City Administrative Department Manager, Services Director of Public Works AMENDMENT NO. 3 TO CONTRACT NO. C5074407 BETWEEN THE CITY OF PALO ALTO AND CSS ASSOCIATES, ARCHITECTS Attachment This Amendment No. 3 to Contract No. C5074407 ("Contract") is entered into 7/~//~ .,.by. and between the CITY OF PALO ALTO, a chartered ci~y dnd~a munlclpa± corporation of the State of California ("CITY")., and CSS ASSOCIATES, ARCHITECTS, a California corporation, located at i0 Martin Lane, Woodside, CA 94062 ("CONSULTANT"). RECITALS: WHEREAS, the Contract was entered into between the parties for the provision of professional architectural and design services; and WHEREAS, the parties wish to amend the Contract; NOW, THEREFORE, in considerationof the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION i. Section 4.1.2 is hereby added to read as follows: "Section 4.1.2 Project.- Council Chambers Refurbishing The Council Chambers Refurbishing Project shall consist of preparing a survey to solicit City Council input on the scope of improvements, preparing a list of improvements from Counci! and staff input, preparing three alternative designs and refining the preferred alternative for budgetary purposes. (a) CONSULTANT shall prepare a survey to query the City Council on the scope of improvements for the City Council. The survey shall be based on an initial survey prepared by staff. Using the results from the survey and input from staff, CONSULTANT shall prepare a list of improvements with preliminary cost estimates. (b) CONSULTANT shall prepare three alternative designs, with estimated construction costs, based on the list of improvements approved by the City Council. After the City Council has chosen a preferred alternative, the CONSULTANT shall prepare a design of the preferred alternative for budgetary purposes. (c) CONSULTANT shal! work with staff to obtain various Committee and Council approvals and prepare for and attend staff and Council meetings as needed. 960726 syn 0071016 1 (d) CONSULTANT shall incorporate improvements required by ADA and UBC Title 24." follows: SECTION 2.Section 6.1 is hereby amended to read as "Payment shall be made by CITY only for services rendered and within thirty (30) days of submission in duplicate of monthly progress payment requests. Each invoice shall be itemized as to the type of payment described in this section. In consideration of the full performance of the Basic Services described in Section 4 and 7 of this Agreement, CITY agrees to pay CONSULTANT a fee not to exceed one hundred ninety-eight thousand eight hundred eighty-eight dollars ($198,888) to review the following: a site survey for the City buildings; an accessibility study for the Council chambers; the Design Stage plans for the Main Library, Cubberley Community Center and the Palo Alto Cultural Center; .the Construction Stage for the Main Library; and the Design Stage plans for the Council Chambers. The amount of CONSULTANT’S compensation shall be calculated as set forth in Exhibit "B", entitled "Rate Schedule," attached hereto and made a part hereof by this reference, on a time and materials basis, up to the maximum amount set forth in this paragraph 6.1." SECTION 3. The following exhibit tO the Contract is hereby amended to read as set forth in the attachment to this Amendment, which is incorporated in full by this reference: Exhibit "A" entitled "Fee Outline". SECTION 4. Except as herein modified, all other provisions of the Contract, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. ATTEST:CITY OF PALO ALTO City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: Mayor CSS ASSOCIATES, ARCHITECTS Its : ~’ ~ ~-’T Taxpayer I.D. No. 94-2436825 960726 syn 0071016 2 City Manager Director of Public Works Deputy City Manager Administrative Services Risk Manager Attachments : EXHIBIT ,A": EXHIBIT "B" : FEE OUTLINE RATE SCHEDULE 960726 syn 0071016 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) STATE OF ) )COm T On ~~A///~, before me, the undersigned, a no~ary .public~/in~ 4~d ~or s%id County, personally appeared personally known to me (or_~roved to me on the basis of ~tisfactorv evidence) to be the person~) whose name~ is~m~e subscribed to the within instrument, and acknowledged to me that he/ /~h~y executed the same in his~/th~r authorized ?apaclty(~, and that by his~/~r signatureJ~) on the lnstrumen~ the person’S), or the entidy upon behalf of which the person~s~ acted, executed the instrument./ my hand and officia~ seal. 4 Carlson 01:11 PM EXHIBIT A FEE SCHEDULE CONTRACT NO. C5074407 AMENDMENT #3 ADA IMPROVEMENTS, BUILDING INTERIORS CSS ASSOCIATES REVIEW SITE SURVEY/DEVELOP SCOPE OF WORK $221825 MAIN LIBRARY SCHEMATIC DESIGN CONSTRUCTION DOCUMENTS BIDDING SERVICES (time and materials) (4) CONSTRUCTION SERVICES MEETINGS (time and materials) REIMBURSABLES (time and materials) $381863’ $7,000 $15,518 $2,000 $11,345 $1,200 $1,800 COUNCIL CHAMBERS - Accessibility Study (31COUNCIL CHAMBERS REFURBISHING PROJECT (3) SCHEMATIC DESIGN (3) MEETINGS (time and materials) $151000 $521000 $45,000 $7,OOO CUBBERLEY COMMUNITY CENTER (2)SCHEMATIC DESIGN (2)CONSTRUCTION DOCUMENTS (2)BIDDING SERVICES (time and materials) (4)CONSTRUCTION SERVICES (2)MEETINGS (time and materials) (2)REIMBURSABLES (time and materials) $49~200- $16,400 $24,600 $3,000 TBD $3,200 $2,000 CULTURAL CENTER (2)SCHEMATIC DESIGN (2)CONSTRUCTION DOCUMENTS (2)BIDDING SERVICES (time and materials) (4)CONSTRUCTION SERVICES (2)MEETINGS (time and materials) (2)REIMBURSABLES (time and materials) $211000 $6,400 $9,600 $2,000 TBD $2,o00 $1,ooo TOTAL CONTRACT AMOUNT 1. Contract Amendment #~ 2. Contract Amendment #2 3. Contract Amendment #3 4, To be determined when final design is complete $198~888, 07/25/96 Page 1 of 2 Pages FILE:EXH_A_3.WK4 Carlson :--01:11 PM EXHIBIT A FEE SCHEDULE CONTRACT NO. C5074407 AMENDMENT #3 ADA IMPROVEMENTS, BUILDING INTERIORS CSS ASSOCIATES CONTRACT AMENDMENT SUMMARY REVIEW SITE SURVEY/DEVELOP SCOPE OF WORK MAIN LIBRARY Schematic Design Construction Documents Bidding Services Construction Services Meetings ¯Reimbursables COUNCIL CHAMBERS ACCESSIBILITY STUDY Original Contract $22,825 $7,000 $15,518 $2,OOO ~.mendments #1 &2 $11,345 $1,200 $1,800 $15,000 A, mendment #3 Adjusted Contract $22,825 $7,000 $15,518 $2,000 $11,345 $1,200 $1,800 $15,000 COUNCIL CHAMBERS REFURBISHING PROJECT CUBBERLEY COMMUNITY AND CULTURAL CENTERS Schematic Design Construction Documents Bidding Services Constiuction Services Meetings Reimbursables CUBBERLEY COMMUNITY AND CULTURAL CENTERS Schematic Design Construction Documents Bidding Services Construction Services Meetings Reimbursables TOTAL CONTRACT AMOUNT , $501343 $16,400 $24,600 $3,o00 TBD $3,2oo $2,000 $6,400 $9,600 $2,000 TBD $2,000 $1,000 , $96~545 ! $52,000 $52,000 $52,00O $16,400 $24,6OO $3,000 $o $3,200 $2,000 $6,400 $9.,600 $2,000 $o $2,000 $1,0oo $198,888, 07/25/96 Page 2 of 2 Pages FILE:EXH_A_3.WK4 MAY-24-1996 13:87 FROM lO ~RTIN LAN~ ~ ........................................................~ couP~Y .....................................................................................Woo~o~, cA ~~ ~ D I~TED, ~W~T~DINQ A~ ~QUI~ME~, TERM OR CON~H OF ~ ~ OR OTHER ~CUM~ WWH R~P~ ~O ~}CH THI9 C~F~ ~Y BE ~UED OR ~Y PE~AIN, ~E INSU~cE ~FORDED BY T~ ~LICIE~ DESCRibED HERE[~ I~ ~u~ TO ALL ~ ~ION8 AND CONDWI~S OF ~UCH POLICIES, UM~S SH~N ~Y ~VE BE~ RE~CED BY PA~D ; ~~ TOTIqL P. @2