HomeMy WebLinkAbout1999-04-05 City Council (22)City of Palo Alto
Manager’s Report
TO:HONORABLE CITY COUNCIL 6
FROM:CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE:APRIL 5, 1999 CMR:195:99
SUBJECT:REQUEST FOR COUNCIL AUTHORIZATION TO AMEND THE
DAMES & MOORE CONTRACT FOR PHASE 2 OF THE HISTORIC
INVENTORY PROJECT
REPORT IN BRIEF
This proposed second amendment to the scope of services of the Dames & Moore contract
is being presented to the Council because the three tasks proposed to be performed by the
consultant in this amendment were not included in the original contract, and address a
different set of properties than were included in the original scope of services.
The additional three tasks proposed in this amendment are closely related to the objective
of the original contract to complete the update of the Historic Inventory. These tasks are:
1) review of Professorville and identification of Non-Contributing properties; 2) review of
Category 3 and 4 properties to determine whether they retain historical integrity; and
3) respond to special requests of the Director of Planning and Community Environment
regarding historic property issues.
If authorized by the Council, the City Manager will amend the scope of services to include
these three additional tasks. This does not involve any additional funding request, as the
total cost of the amended scope of services is less than the amount previously authorized
for Phase 2 of the Historic Inventory project.
CMR:195:99 Page 1 of 5
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to amend the Dames
& Moore Contract for Phase 2 of the historic survey project to add the following to the
scope of services: 1) review documentation of Professorville Historic District and identify
Non-Contributing properties; 2) review Category 3 and 4 properties on the existing Historic
Inventory to determine whether they retain historic integrity; and 3) respond to requests
from the Director of Planning and Community Environment for information or research
related to historic property issues not covered in other project tasks.
BACKGROUND
On March 8, 1999, staff sent an informational report to the City Council reporting staff’s
intent, unless directed otherwise by Council, to proceed with Phase 2 of the historic survey
project, but with a revised scope of services that better addressed the changed circumstances
since Council approval of the Dames & Moore contract in August 1998.
The March 8 report summarized the proposed tasks to be included in the amended scope
of services as follows: 1) preparation of final evaluations and documentation only for the
287 properties identified in Phase I as potentially eligible for the National Register and not
for potential California Register properties; 2) review of Professorville Historic District and
identification of Non-Contributing properties; 3) review of Category 3 and 4 properties to
determine whether they retain historic integrity; 4) respond to special requests from the
Director of Planning and Community Environment for information and research on historic
property issues not otherwise included in the scope. The contract fee schedule was also
revised to reflect the reduced work program, resulting in a total cost for Phase 2 of
$189,343 rather than the $261,600 originally allocated for this final phase of the project.
At the Council’s request, the revised scope of services and fee schedule were provided to
the Council as an informational item in the packet for the March 15, 1999 Council meeting.
The Council did not take action to agendize the proposed contract amendments for further
consideration.
On March 22, 1999, the City Manager signed an amendment to the Dames & Moore
contract to implement the first of the four tasks listed above for Phase 2. However, staff
determined that, for procedural reasons discussed below, the remaining tasks proposed to
be added to Phase 2 should be presented to council for approval.
DISCUSSION
In August 1998, when the scope of services for Phases 1 and 2 were prepared, staffand the
consultants estimated that the preliminary assessment completed in Phase 1 of the historic
survey would identify a total of approximately 1,000 properties that appeared to be eligible
for either the National or California Registers, and final evaluations and documentation
were to be completed for all these properties in Phase 2. In fact, while the number of
CMR: 195:99 Page 2 of 5
potential National Register properties is approximately what wa~ expected, the number of
potential California Register properties is far higher than expected, resulting in a total of
over 2,000 potentially eligible properties rather than the 1,000 anticipated. In response to
this situation, the draft historic ordinance proposed by staff, and endorsed by the City
Council on February 17, 1999, does not include regulation of the potential California
Register properties. Consequently, preparation of final evaluations and documentation for
all these properties is no longer needed.
On the other hand, questions that were not originally anticipated have arisen and need to
be addressed by the consultant architectural historian, regarding applicability of the new
historic ordinance to some of properties on the City’s existing Historic Inventory. These
include the identification of noncontributing properties within the Professorville Historic
District and an assessment of Category 3 and 4 properties on the current historic inventory
to determine if they continue to retain historic integrity.
The additional three tasks proposed to be added for Phase 2 are being presented for Council
review and action prior to completion of a contract amendment because these tasks were
not specifically included in the original contract and address a different set of properties.
The scope of services in the Dames & Moore contract approved by Council in August 1998
addressed only properties included in the historic survey effort and did not include
properties already on the City’s existing Historic Inventory. The three additional tasks
proposed to be added to the scope of services require the consultants to review properties
on the City’s existing Inventory (Professorville and Category 3 and 4 properties). These
tasks are directly related to the purpose of the Dames & Moore contract, updating the
historic inventory, and are essential to completing that project. Staff is requesting Council
approval prior to amending the consultant contract to include these tasks.
RESOURCE IMPACT
Funding for both Phases 1 and 2 in the amount of $437,400 was approved in a Budget
Amendment Order by the City Council on August 10, 1998. 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 cost for the services
included in the first contract amendment is $127,055, and the cost for the services to be
included in the second contract amendment, if approved by Council, is $62,288. This is a
combined total of $189,343 for Phase 2.This leaves unspent $72,257 of $261,600
originally allocated for Phase 2.
POLICY IMPLICATIONS
This proposal responds to previous City Council direction regarding completion of the
project to update the historic inventory.
CMR:195:99 Page 3 of 5
TIMELINE
The first two tasks in this proposed contract amendment, review of Professorville Historic
District and review of Category 3 and 4 properties, are expected to be completed prior to
the scheduled June 7, 1999 Council consideration of the proposed historic preservation
ordinance. The third task, responding to requests from the Director for information and
research, will continue as needed through completionof the historic survey project in
December 1999.
ENVIRONMENTAL REVIEW
The requested approval for amendment to the scope of work for a consultant contract is not
a project under the California Environmental Quality Act.
ATTACHMENTS
Revised scope of services and fee schedule for Dames & Moore Contract
PREPARED BY: Virginia Warheit, Senior Planner
DEPARTMENT HEAD REVIEW:
G. EDWARD GAWF-
Director of Planning and Community Environment
CITY MANAGER APPROVAL:
EMILY ]
Assistant City Manager
Architectural Review Board
Historic Resources Board
Planning Commission
Palo Alto/Stanford Heritage
Palo Alto Historical Association
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
CMR:195:99 Page 4 of 5
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:195:99 Page 5 of 5
EXHIBIT A-2: SCOPE OF PROJECT AND TIME SCHEDULE
TASK A:REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES FROM
THE EXISTING HISTORIC INVENTORY
Scope ...........................................................2
Staffing ...........................................................2
Deliverables ......................................................3
TASK B: REVIEW PROFESSORVILLE HISTORIC DISTRICT
Scope ............................................................4
Staffing ..........................................................5
Deliverables ......................................................5
TASK C: RESEARCH REQUESTS FROM PLANNING DIRECTOR
Scope ............................................................6
Staffing ..........................................................6
Deliverables ......................................................6
SCHEDULE ...........................................................7
EXHIBIT B: PROJECT COSTS AND FEE SCHEDULE
PROJECT COSTS ......................................................8
FEE SCHEDULE ................., .....................................9
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TASK A:REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES FRoM
THE EXISTING HISTORIC INVENTORY
SCOPE
The draft permanent historic ordinance proposes that properties that are in Categories 3 and 4 of
the existing Historic Inventory (1979) will be included in the proposed Palo Alto Historic
Register. However, it has been approximately 20 years since these properties were placed in
Categories 3 and 4. It is possible that some of these properties do not retain their integrity.
Dames & Moore will review the integrity of all of the approximately 230 properties that are in
Category 3 and 4 of the existing Historic Inventory (from 1979 historic survey). In addition,
Dames & Moore will review the integrity of up to ten Category 1 and 2 properties identified by
the City. The City will provide Dames & Moore with the addresses of the Category 1 and 2
properties that they are to review at the start of the project. Review will include field check of
the properties to see what the property looks like today and review of information from the
Building and Planning Departments’ computer property files to review information related to
building permits, tax assessor’s records, etc. A table will be prepared that lists the Category 3
and 4 addresses, assessor’s parcel number (APN,) and status of integrity. A brief explanation
will be provided for properties that do not retain their integrity and for any properties that do
retain integrity but may have issues or questions that need to be explained. Dames & Moore will
require 8 weeks from the authorization by the City to proceed to prepare this information.
If there is any budget related to this task remaining at the completion of the task, it may be
assigned by the Planning Director to Task C (Research Requests from Planning Director).
STAFFING
Denise Bradley
¯ project management including oversight of task and management of personnel, schedule,
and budget.
°prepare draft and final deliverables.
Michael Corbett
°review integrity of each property.
°prepare table that lists address, APN, and integrity status.
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write report that explains review process and write brief explanation for properties that
have not retained integrity.
direct research assistants.
Research Assistants
¯gather information on each property (existing inventory forms, information from the
Building and Planning Departments’ computer property files -- BODS, Metroscan, etc.,)
and provide current photographs for each property.
o prepare a property file for each property with photocopies of information gathered on
each property.
¯assist M. Corbett, as required.
DELIVERABLES
The City will provide Dames & Moore with a copy of their "Master List" in hard copy and in
Excel so that Dames & Moore can use it as a template 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 status 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.
Brief report that explains the review process. Included in the report will be a brief
explanation for any properties that do not retain integrity and for properties that retain
integrity but may have issues or questions that need to be explained. The report will be
provided in hard copy and in WordPerfect 6.1. Fifty copies of the final report will be
provided.
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TASK B: REVIEW PROFESSORVILLE HISTORIC DISTRICT
SCOPE
The draft permanent historic ordinance proposes that properties in the Professorville Historic
District will be included in the proposed Palo Alto Historic Register. Dames & Moore will
review the existing documentation on the Professorville 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 from the authorization by the City to proceed to
prepare this information.
If there is any budget related to this task remaining at the completion of the task, it may be
assigned by the Planning Director to Task C (Research Requests from Planning Director).
STAFFING
Denise Bradley
project management including oversight of task and management of personnel, schedule,
and budget.
¯prepare draft and final deliverables.
Michael Corbett
¯review existing documentation on Professorville Historic District.
¯prepare table that lists address, APN, and contributing statues integrity status.
o write report that explains what 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.
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DELIVERABLES
Dames & Moore will provide the following deliverables to the City:
Table that lists the address, APN, 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 WordPerfect 6.1.
Fifty copies of the final report will be provided.
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TASK C: RESEARCH REQUESTS FROM PLANNING DIRECTOR
SCOPE
This task will be reserved for requests from the Planning Director for: 1) information or research
related to historic property issues not covered in other project tasks; and 2) attendance at
miscellaneous meetings. These requests will be submitted to Dames & Moore in a short memo.
Dames & Moore will provide a response to the City in the form of a short memo.
STAFFING
Denise Bradley
¯ project management including oversight of task and management of personnel, schedule,
and budget.
°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 needed.
¯write response memo.
°direct research assistants, if required.
Research Assistants
°assist M. Corbett, as required.
DELIVERABLES
Dames & Moore will provide the response to requests 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.
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SCHEDULE
TASK A: REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES
Deliverables will be submitted to City within eight weeks after Dames & Moore receives the
authorization to proceed with the work.
TASK B: REVIEW PROFESSORVILLE DISTRICT
Deliverables will be submitted to City within eight weeks after Dames & Moore receives the
authorization to proceed with the work.
TASK C: RESEARCH REQUESTS FROM THE PLANNING DIRECTOR
This task will continue throughout the duration of the project, as required.
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EXHIBIT B-2: PROJECT COSTS AND FEE SCHEDULE
PROJECT COSTS
TASK A:REVIEW INTEGRITY OF CATEGORY 3 AND 4 PROPERTIES FROM
THE EXISTING HISTORIC INVENTORY
Project cost related to Task A:$32,627.92
TASK B: REVIEW PROFESSORVILLE HISTORIC DISTRICT
Project cost related to Task B:$25,390.08
TASK C: REQUESTS REQUESTS FROM THE PLANNING DIRECTOR
Project cost related to Task C:$4,269.72
TOTAL PROJECT COSTS for Tasks A, B, and C:$62,287.72
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FEE SCHEDULE1
Denise Bradley 84.77/hour
Michael Corbett 83.60/hour
Word Processor 40.25/hour
Research Assistant 28.75/hour
Clerical/Administration 45.00/hour
1 Denise Bradley and Michael Corbett received salary increases in Sept./Oct. 1998.
This fee schedule includes a change in their hourly rates to reflect that increase. Salary
documentation is available to the City, if requested. All other rates remain the same.
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