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HomeMy WebLinkAbout1999-03-15 City Council (12)City of Palo Alto C ty Manager’s Report TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: PLANNING AND COMMUNITY ENVIRONMENT DATE:MARCH 15, 1999 CMR:182:99 SUBJECT:REVISED SCOPE OF WORK FOR DAMES AND MOORE CONTRACT FOR PHASE 2 OF HISTORIC SURVEY PROJECT This is an informational report and no Council action is required. DISCUSSION This report transmits to the City Council a revised scope of work for the Dames & Moore contract for Phase 2 of the historic survey project. This revised scope of work reflects the changed conditions in the historic ordinance and historic survey projects since the consultant contract was prepared and approved August 10, 1998. In August 1998, City Council approved a scope of work to complete the historic survey project in two phases, and authorized proceeding with Phase 1 with the understanding that the Council may determine after reviewing the deliverables associated with Phase 1 not to proceed further with Phase 2. The deliverable for Phase 1 was the Dames & Moore report presented to City Council in January 1999, providing a preliminary assessment of eligibility for the National and California Registers for all of the 3,200 Study Priority 1 and 2 properties. Following is a summary of the primary revisions to the scope of work. Final evaluations and preparation of DPR523 documentation will be done only for potential National Register properties (300), rather than for both potential National Register and potential California Register properties (originally estimated to be approximately 1,000). Two additional tasks will be undertaken that were not provided for in the original contract: a.Review the documentation of the Professorville National Register Historic CMR:182:99 Page 1 of 3 District in the light Of current professional practice, and review Contributing status for all properties within the District to identify Noncontributing properties. Review all 230 Category 3 and 4 properties on the existing historic inventory to determine whether they retain integrity. Respond to requests for information from the Director of Planning and Community Environment. This assistance from the consultants will help the Director respond to inquiries from property owners during the time the project is being completed. RESOURCE IMPACT A Budget Amendment Ordinance approved by City Council on August 10, 1998 provided a total of $437,400 to complete the historic survey project. The amount budgeted for Phase 1 was $175,800 ($134,800 for Dames & Moore contract services and $41,000 for research assistance and support for survey volunteer activities). The revised contract services discussed above will require $189,342 of the $261,600 budgeted for Phase 2, leaving $72,258 of the originally approved funds unspent. ATTACHMENTS Revised Scope of Work for Phase 2 of the Dames & Moore Contract PREPARED BY: Virginia Warheit, Senior Planner DEPARTMENT HEAD REVIEW: G. EDWARD GAWF Director of Planning and Community Environment CITY MANAGER APPROVAL:~’-~ .ff)/]~tQ..~ ~_,c~ EMILY~MLRISON Assistant City Manager Architectural Review Board Historic Resources Board Planning Commission Palo Alto/Stanford Heritage Palo Alto Historical Association CMR: 182:99 Page 2 of 3 Palo Alto Chamber of Commerce Palo Alto Board of Realtors Palo Alto Unified School District Barron Park Association College Terrace Residents Association Crescent Park Neighborhood Association Community Center Neighbors Association Downtown North Neighborhood Association Midtown Residents Association ’ Palo Verde Neighborhood Association Ramona Homeowners Association University Park Association University South Neighborhoods Group ’ Ventura Neighborhood Association John Paul Hanna Palo Alto Homeowners Association George Zimmerman Architectural Resources Group Origins Design Network Carroll Harrington Norman Beamer Monica Yeung-Arima Members, Historic Preservation Advisory Board CMR: 182:99 Page 3 of 3 MAR-1~D-1999 15:~DAMES ~ MOORE SFO 415 882 9261 EXHIBIT A: SCOPE OF PROJECT AND TIME SCHEDULE TASK 1: PROJECF MANAGEMENT S~ope .,.,..., ....... ........,, ....... ...........................1 Staffing ......,.,,,... ........,,,,,,,,.,,...,.,,, ......,.....,,,,. 1 Deliverables ......................................................1 TASK 2:REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES FROM THE EXISTING HISTORIC INVENTORY Scope . ......,.,,, ......................................... ......2 Stafl’mg .......................................,,,.,.,,........,.. 2 Deliverables., .................................................... TASK 3: REVIEW PROFESSORVILLE HISTORIC DISTRICT Scope ......,.,,, ........, ...... ........,,........... ............4 Staffing ........,,,.,,,..,,,,.,.....................,,,, ..........4 Deliverable~ ..., ...................................,,.. ...........5 TASK 4: RESEARCH REQUESTS FROM PLANNING D~OR Seope ....... ......................................,. ............6 Staffing ................................................,,,.. ....,6 Deliverables ..................................., ..................6 TASK 5:COMPLETE DP/L~ FORMS FOR PROPERTIES IDENTIFIED AS POTENTIALLY NRHP-ELIGIBLE IN PHASE i Seope ........., ..........,.,., ......................... .........7 Staffing. ..............,,,....,........,,,..,, ..............,..... 7 Deliverables ............................,.. ...................,..o 8 TASK 6: FINAL REPORT Scope .. .................. .......... ~ ......... ........... .........9 Staffing ............................. ....................,.,..... 10 Deliverables..’ .....................~ .......... ...................10 EXIHBIT B: PROJECT COSTS AND FEE SCHEDULE PROJECT COSTS ........ o, ,......... ......................... ........12 FEE SCHEDULE.... ................... ...............................13 palo3~op~\costS.~bl i MAR-10-1999 15:~7 DAMES ~ MOORE SFO 415 882 9261 P.03/16 SCOPE The objective of the project management task will be to provide both day-to-day and long term monitoring of the personnel and budget resources, including work to be done by volunteers; to insure that the tasks are completed within the proposed schedule; and to maintain and facilitate communication between the City and Dames & Moore. Each month Denise Bradley (Dames & Moore’s Project Manager) will prepare a summary memo for the City that will provide a summary of the progress on each task and other pertinent issues. Invoicas will be submitted monthly to the City. The sununary memo will also be used to bring to the City’s attention in a timely manner any aspects of the project that have the potential to affect the projecfs methodology, schedule, budget, or deliverableso STAFFING Denise Bradley 0Project Manager) -Maintain Project Files. ¯Prepare monthly summary memo and invoice, ¯Provide point of contact and day-to-day communications with the City’s Project Manager (Virginia Warheit). DELIVERABLES Monthly summary memo that provides: 1) summary of work on each taskl and 2) sunuvazy of issues or potential problems by task that have potential to affect project’s methodology, s~:hedule, budget, or deliverables. Format of memo will follow that used in project to date. Monthly invoices, palo3\scope\eostS.tbl 1 MAR-18-1999 15:~7 DAMES ~ MO~ SFO 415 88~ 9261 P.84/16 TASK REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES FROM THE EXISTING HISTORIC INVENTORY The draft permanent historic ordinanve proposes that properties that are in Categories 3 and 4 of the existing Historic Inventory (i979) will be included in the proposed Palo Alto ’ 1Historic Register. However, it has been appmxim~ y 20 years sin~e these properties were placed in Categories 3 and 4. It is possible that some ofthese properties do not retain their integrity. Dames & Moore will review the integrity of all ofthe appmxirnately 230 properties that are in Category 3 and 4 of the ~:xisting Historic Inventory (from 1979). In addition, Dames & Moore will review the integrity of up to ten Category 1 and 2 properties identified by the City. The._~_C!ty wi.~’.ll provide D_ames &~ Moore with the addresses of the Catego~! and 2 prope~ti_ "es that ~ey are to z~-~iew at th~~w--~-include field che~k of the to wha~ thepropmies property looks like today and review ofinfmmation f~om the Building and Planning Departments’ computer p~ files to review information related to building permits, tax assessor’s records, etc. A table will be prepared that Hst~ the Category 3 and 4 addresses, assessor’s parcel number (APN,) and status of integrity.. For properties that do not retain their integrity, a bri©f explanation will be provided. Dames & Moore will require 8 weeks from the authorization by the City to proceed to prepare this information. STAFFING Denise Bradley project management including oversight of t~k and management ofpe~onnel, schedule, and budget. palo3~ope\co~5.tbl 2 MAR-10-1999 15:08 DAMES & MOORE SFO 415 88~ 9261 P.05/16 prepare draft and final d~ivcrablvs. Michael Corbett ¯review integrity of each property. ¯prepare table that lists addrc~, APN, and in~grity status. ¯write report that explains review process and write brief explanation for properties that have not retained integrity,. dire~t research a~sW~anta. Researeh Assistants gather information on each property (existing inventory forms, information from the Building and Planning Departmants’ computer property files - BODS, Metroscan, etc.,) and provide current photographs for each property. pr~are a property file for ea~ property with photoc, pies of information ~.thered on each property, assist M, Corbett, as required, DELIVERABLES The City will provide Dames & Moore with a copy of their "Ma~er List" in hard oopy and in Excel so that Dames & Moore can use it a~ a templat~ for the format for the table in this task. Dames & Moore will provide the following deliverables to the City: Table that lists the address, APN, and integrity stares of Category 3 and 4 properties. The table will be provided in hard copy and Excel. Fifty copies of the final table will be provided. Briefreport that e:~plaim the review process. Included in thereport will be a brief explanation will be provided for any properties that do not retain integrity and for properties that retain integrity but may have issues or questiom that need to be explained. The report will be provided in hard copy and in WordPerfe~t 6.1. Fii~ copies of the final report will be provid~L MAR-IO-1999 15:88 DAMES ~ MOORE SFO 415 88~ 92SI P.06/16 TASK 3: REVIEW PROFF~SORVILLE HISTORIC DISTRICT SCOPE The draft permanent historic ordinance proposes that properties in the Professorvillc Historic District will be included in the proposed Pale Alto Historic Register. Dames & Moore will review the existing documentation on the Profcssorville district in order to: 1) review the documentation (including statement of significance, period of significance, and boundaries) in light of current professional standards; and 2) identify the non- contributing properties. A report will be prepared that summarizes this review. A table will be prepared that provides the address, APN, and contributing/non-contributing status of the properties within the Professorville Historic District. Dames & Moore will require 8 weeks fi:om the authorization by the City to proceed to prepare this information. STAFFING Denise Bradley project management including oversight of task and management of personnel, schedule, and budget. ¯prepare draft and final dcliverables. Michael Corbett ¯review existing documentation on Professorville Historic District. ¯prepare table that lists address, APN, and contributing statues integrity status. ¯write report that explains w~t was done during the review of Professorville. ¯direct research assistants. Research Assistants ¯gather information on each property (HRB files, existing inventory forms, current photographs, information from the Building and Planning Departments’ computer property files -BODS, Metroscan, etc.), as required. ¯prepare a property file for each property, as required. ¯assist M. Corbett, as required. pale3 L~copv\cost5 .tbl 4 MAR-I~-1999 15:89 DAMES ~ MOORE SFO ~15 8S2 92S1 P.07/16 DEL/VERABLES Dam~ & Moore will provide the following deliverabI~ to the City: Table that lists the address, AP~, and contributing status of properties in Professorville Historic District. The table will be provided in hard copy and Excel. Fifty copies for the final table will be provided. Brief report that explains the review of the existing documentation of the Professorville Historic District and the review of properties for non-contributors. The report will include a brief explanation of the reason for the non-contributing status of each non-contributor and for any properties that are contributors but may have issues or questions that need to be explained. The report will be provided in hard copy and WordPerfeet 6.1. Fifty copies of the final report will be provided. palo3’~ope\eostS.tbl 5 MAR-10-1999 15:89 DAMES & MOORE SFO 415 88~ 9~$1 P,08/16 TASK 4: RESEARCH P~QUESTS FROM PLANNING DIRgCTOR SCOPE This task will be reserved for requests from the Planning Director for: 1) information or research related ~o historic property issues not covered in other project tasks; and 2) attendance at miscellaneous me, clings, These requests will he submitted to Dames & Moore in a short memo. Dames & Moore will provide a response to the City in the form era short memo. STAFFING Denise Bradley ¯ project management including oversight of task and management of personnel, sohedule, and budget. o attend meetings at the request of the Planning Director, if required. ¯prepare draft and final memos. Michael Corbett attend meetings, at the request of the Planning Director, if required, respond to requests for information, as needrd. write response memo. direct research assistants, if required. Research Assistants ¯assist M. Corbett, as required. DELIVERABLES Dames & Moore will provide the response to re, quests from the City in a short memo that will state the request, explain what was done in responding to this request, and provide a response. This information will be provided in hard copy and in WordPerfect 6.1, as needed. palo3~.ope\¢ostS.tbl 6 MAR-10-1999 15:10 DAMES ~ MOORE SFO 415 GS2 9261 P.09/16 TASK DPR523 FORMS FOR PROPERTIES IDENTWIED AS POTENTIALLY NRHP-ELIGIBLE IN PHASE I SCOPE Dames & Moore will complete the evaluations for the 287 properties that were identified during Phase I as being potentially eligible for rig NKHP (These include properties fi’om the Study Priority I and 2 lists that were submitted to the City in January 1999.) In addition, Dames & Moore will complete the evaluations for the 14 landmark properties that were identified during the interim historic preservation ordinance period. PrimatT r~ords (DPR523A) and Building, Struotur¢, Object Records (DPR523B) will b~ prepared for each of the 301 properti~. The DPR523 rv~rds will be pn:parcd following the guidance of the California Office of Historic Preservation (OHP) so that the records nmy be submitted to OHP for inclusion in their database of historic properties, The DPR523 records will provide a written description of the property, summary of its history, and evaluation of NRHP eligibility and photograph. During the evaluation process, historic contexts files will be prepared on subjects that are used to evaluate the significance of the properties, Included in each historic context file will be a list of the information in the ft[e and a short summary (up to one page in length) of the historic context. Dames & Moor~ will provide the completed DPR523 forms, summary table, and historiC context [’tics to the City by 5 November 1999 provided that the City authorize~ Dames & Moore to proceed with the work by 22 March 1999. STAFFING Denise Bradley project management including over~ight of~k and management of personnel, schedule, and budget. editing/proofing of ~ompleted DPR523 records. palo3~scope\costS.tbI 7 MAR-10-1999 15:10 DAMES ~ MOORE SFO 41~ 0S~ 9~61 P.10/16 Michael Corbett review research for each property. review and/or writing of description, history, and evaluation for each property. direct research tm~ant~, Research Assistants assist in preparation of histories. conduct research related to ~ric contexts and prepare historic context files. retake photographs that do not meet DPR523 record requirements. assist M. Corbett, as required. Dames & Moore will provide the following deliverables to the City: Completed DPR523 record (including Primary Rec~d [DPR523A] and Building, Structure, Object Record [DPR523B]): ¯One original DPR523 record with original photograph will be provided. °Two copies of the DPR523 record without photographs or maps will be provided. ¯The text of the DPR523 records will provided in hard copy and WordPerfe~t 6.1. ° Negatives for the photographs will be provided to the City during Task 6, Summary table that lists address, APN, and eligibility ~ of each property. The table will be provided in hard copy and Excel. Fifty copies of the summary table will be provided. Historic context files with list of information in files and one-page historic context summaries. Fiity copies of the one-page historic context summaries will be provided~ pa]o3L~opv\ostS.tbl 8 MAR-IG-1999 15:11 DAMES & MOORE SFO 415 88~ 9~61 P.11/16 TASK 6: FINAL REPORT AND TRANSFER OF ARCHIVAL MATERIALS SCOPE The survey project has been an ongoing process that ha~ focused on providing information for the updated survey ofhistoric properties in Pale Alto and in addressing speviflc historic property issues that were involved in the revision of the City’s Historic Preservation Ordinance. As the project ends, a written summmT is needed that will explain what ha~ been done during this project, how it was done, and the status of the survey project. The administrative draft of the final report will be submitted to the City by I0 December 1999 provided that the City authoriz¢~ Dame~ & Moore to proceed with the work by 22 March 1999. The final report will be submitted to the City within five working days after receiving the City’s written comments on/t~e a~trative draft. Transfer of Archival Materials This task will also provide for archiving information that has been gathered throughout the project so that it can be a ~seful resource for the community. All property files, photographs and negatives, other research materials will be organized and provided to the City. This information contains both hard copies and some informational databases. Dames & Moore has provided for an archivist to review project materials and discuss with the City organizational and archival strategic, Dames & Moore will transfer the archival materials to the City within three months following the completion of the final report, palo3\soope\costS,tbl 9 MAR-10-1999 15:11 DAMES ~ MOORE SFO 415 88~ 9261 P. 1~/16 Denise Bradley project numagcm~nt including oversight 0ftask and m~magvment ofpersonnet, schedule, and budget. organize project information files to be provided to City at the end of the project. Mlehael Corbett ¯a~i~t in p~eparation of final report. ¯direct research assistants. Research Assistants ¯assist in file organization. ¯:msim M, Corbett, as required. Arehtv~t ¯dis~:us$ organization and archival issues ofproject files and materials with the Cir. DELIVERABLES Dames & Moore will provide the following deliverables to the City: Text of the final report will be provided in hard ¢x~py and WordPeffe~t 6.1, Fifty copies of the final report will be provided. ¯Projeot information files. palo3~\~ostS.tbl 10 SCHEDULE TASK 1: PROJECT MANAGEMENT This task continues throughout the duration of the project. TASK 2: REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES Dcliverables will be submitted to City within eight weeks after Dames & Moore receives the authorization to proceed with the work. TASK 3: REVIEW PROFESSORVILLE DISTRICT Deliverables will be submitted to City within eight weeks after Dames & Moore receives the authorization to proceed with the work. TASK 4: REQUESTS FROM PLANNING DIRECTOR This task will continue throughout the dtamion of the project, as required. TASK $:DPR$23 RECORDS FOR PROPERTIES IDENTIFIED AS NRHP- ELIGIBLE IN PHASE I Dames & Moore will provide the completed DPP,523 forms, summary table, and historic context files to the City by 5 November 1999 providut that the City authorizes Dames & Moore to proceed with the work by 22 March 1999. TASK 6: FINAL REPORT AND TRANSFER OF ARCHIVAL MATERIALS The administrative draft of the final report will be submitted to the City by I0 December 1999 provided that the City authorizes Dames & Moore to prtmeed with the work by 22 March 1999. The final report will be submitted to the City within five working days after receiving the City’s written comments on the administrative draft, Dames & Moore will transfer the archival materials to the City within three months following the completion of the final report. palo3L~ope\cost5 .tbl 11 MAR-IG-1999 15:12 DAMES ~ MOORE SFO 415 882 9261 P.14/16 F_XHIBIT B: PROJECT COSTS AND FEE SCHEDULE PROJECT COSTS TASK 1:PROJECT MANAGEMENT Project cost related to Task 1: TASK 2:REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES FROM THE EXISTING HISTORIC INVENTORY l~oje~t cost related to Task 2:$32,627.92 TASK 3:REVIEW PROFESSORVILLE HISTORIC DISTRICT Project cost related to Task $25.~90.08 TASK 4: REQUESTS FROM PLANNING DIRECTOR Project cost related to Te~k 4:$4,~69.72 TASK 5:DPR~7.3 RECORDS FOR POTENTIALLY NRBT-ELIGIBLE PROPERTIES Projec~ cost related to Task 5: TASK 6: FINAL REPORT AND TRANSFER OF ARCHIVAL MATERIALS Project costs related to Task 6::$31,140.20 TOTAL PROJECT COSTS:$189,342,48 palo3~scope\costS.tbl 12 MAR-10-1999 15:1~DAMES & ~ SFO 415 88~ 9~61 P.15/16 D~nis~ Bradley 84,77/hour Michael Corb~83.60/hour Word Promisor 40.25/hour Research Assistant 28.75/hour Clerical/Administration 45.00/hour t Denise Bradley and Michael Corbett received salary in~reases in Sep~O~ 1998. This fee schedule includes a change in their hourly rates to reflect that increase. Salary documentation is 8vailab]e to the City, if requested. All other rates remain the same. palo3~ope\costS.tbl ! 3 MAR-1G-1999 15:1~DAMES & ~ SFO 415 88~ 9~61 P.16/16 Jl II TOTAL P. 16