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Home My WebLink About1999-04-05 City Council (26)TO: FROM: DATE: City HONORABLE CITY COUNCIL CITY MANAGER APRIL 5, 1999 City of Palo Alto Manager’s Report DEPARTMENT: PUBLIC WORKS CMR: 183:99 15 SUBJECT:RECOMMENDATION FOR APPROVAL OF PROCESS FOR IMPLEMENTA~I~ON OF A HEATING, VENTING AND AIR- CONDITIONING SYSTEM FOR THE LUCIE STERN COMMUNITY CENTER THEATRE THROUGH AWARD OF DESIGN-BUILD CONTRACT AND WAIVER OF COMMITTEE REVIEW OF SCOPE OF SERVICES REPORT IN BRIEF On January 11, 1999, Council directed staff to complete the installation of the Lucie Stern Theatre Heating, Venting and Air-C0nditioning Unit by June 1, 2000. In order to accomplish the design and construction by this deadline, and taking into consideration the historical, architectural and neighborhood impact issues, staff intends to use a design-build contract, thereby engaging one consultant/contractor from conception to completion for this project. Staff requests a waiver of Council Committee review of consultant contract scope of services in order to proceed with the design-build contractor selection immediately.. CMR:183:99 Page 1 of 4 RECOMMENDATION Staffrecommends that Council waive the requirement for consideration of referral to Council Committees for participation in the review of a draft scope of services. BACKGROUND In 1991, the present heating/ventilation systems were installed at the Lucie Stem Community Theatre (Theatre), excluding the theater stage, because of concern by the Theatre production staff that the ventilation system would cause excessive movement of the proscenium curtains and materials of the stage sets. On June 22, 1998, Council approved the FY 1998-99 Budget, which included the Lucie Stem Community Theatre Renovations, CIP # 19910 (Attachment A), with a scope of work and timeline as follows: FY 1998-99 - Reupholster seats and replace the stage curtain in the Theatre for an estimated cost of $133,000. The seats are being reupholstered in 1998-99, and the stage curtain replacement will be scheduled to coincide with the HVAC system installation. The stage curtain replacement and the reupholstered seats were completed in 1998. FY 1999-00 - Design and install an HVAC system, necessary infrastructure, and Americans with Disabilities Act (ADA) improvements. On January 19, 1999, in response to CMR: 125:99, Council confirmed its direction to staff to complete the installation of the Lucie Stem Theatre HVAC system by June 1, 2000. In February 1998, a feasibility study was conducted for the installation of a HVAC system. At that time, the consultant took into consideration the unique architectural character and historical significance of the Lucie Stem complex, evaluated the present structure and made a recommendation for size and location of the mechanical units. The assessment of the existing ventilation system indicated that there will be additional costs due to the historical nature of the building, physical constraints affecting the installation of the system, architectural design features required to conceal the compressor for the system, and noise considerations inside the Theatre and within the neighborhood. Due to the age of the building, staff also has lead and asbestos concerns. DISCUSSION Project Description The scope of work for this project includes replacing the existing fan and condensing unit in the basement, installing condensing units in the green room, offices, rehearsal stage and costume shop, upgrading the existing ducts to carry the new air flows in the theatre, installing the compressor unit outside the building, upgrading the electrical system serving the new HVAC system and installing related ADA improvements. This project will require CMR:183:99 Page 2 of 4 associated Building Code upgrades within the area served by the HVAC system. Since the condensing unit for the HVAC system must be located outside the building, it will raise historical, archi~:~-ctural and neighborhood impact issues, requiring Architectural Review Board (ARB), I-i~storical Resources Board (HRB), as well as input from the surrounding neighborhood. The historical and architectural issues will be particularly s!gnificant since the building is on the National Register of Historical Places. That designation will require an extensive review and approval process for any changes to the appearance or exterior elevation of the building. Additionally, it will be necessary to coordinate the Theatre programs and performances with construction activities. It is anticipated that these igsues will require a significant amount of time to resolve. The Theatre will be closed during the construction phase from approximately mid-January 2000 to mid-May 2000. To address these challenges and accelerate the completion of the project providing for design and construction efficiencies, staff intends to implement this project through an award of contract to a firm with a design-build team capability and experience. The design-build team concept is a cohesive process between the designer, the contractor and the City. All parties are involved in the design review process before construction begins. This allows for greater efficiency during the design phase, and ultimately in the construction phase, by incorporating design review comments by all parties and eliminating many questions and clarifications during construction. This selection will be compliant with Purchasing Division bidding and contract requirements. A design-build team would be involved in the project from conception to completion and would provide the most efficient process to complete the HVAC for the Lucie Stern Community Center Theatre within the requested schedule, allowing use of the Theatre for the Summer 2000 season. The estimated cost of this project is $600,000. Staffhas begun preparing a Request for Proposal (RFP) for this project. In order to adhere to Council’s direction to complete the project by June 2000, it is requested that the subject RFP not be submitted for review to the Finance and Policy and Services Committees. Staff will make every effort to minimize the process time for ARB, HRB, and neighborhood reviews. RESOURCE IMPACT The total cost of the project is estimated to be $600,000, with approximately $103,000 allocated to the project from David and Lucille Packard Foundation grant. Staff will return to Council with a request for a Budget Amendment Ordinance with the award of contract for the design/build team. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies. CMR:183:99 Page 3 of 4 TIMELINE Consultant selection is scheduled to begin in mid-April (Attachment B). The project schedule reflects the process required due to the historical nature of the building, physical constraints, architectural design features, noise considerations, and neighborhood or other public involvement. ENVIRONMENTAL REVIEW An environmental assessment will be necessary for the installation of the HVAC system. ATTACHMENTS Attachment A: Attachment B: CIP #19910, Community Theatre Reno;cations, FY 1998-99 Budget Document Lucie Stem Community Theatre HVAC Project Schedule PREPARED BY: DEPARTMENT HEAD: CITY MANAGER APPROVAL: Elizabeth Ames, Senior Enginee.r GLENN S. ROBERTS CMR:183:99 Page 4 of 4 ATTACHMENT A PROJECT DESCRIPTION This project reupholsters seats and replaces stage curtains at the Lucie Stern Community Theatre. It may also provide for an air conditioning system for the entire facility in the future, once necessary infrastructure work is completed and dependent on total cost. PROJECT JUSTIFICATION The David and Lucile Packard Foundation has awarded TheatreWorks a grant in the amount of $150,000, to be matched by the City of Palo Alto, fbr the purpose of air conditioning the theatre and rehabilitating the aging seats and stage drapes and curtains. In response to this grant, the City is conducting a feasibility study in 1997-98 to investigate the costs of air conditioning the facility. It will include an assessment of the existing duct work, asbestos concerns, and overall estimated cost of the project, including any Americans with Disabilities Act work which may be necessary. In the interim, in 1998-99, the work on the curtains and seats will be done. FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR PY Budget 1998-99 1999-00 AMOUNT $133,000 TDB COMPONENTS Replacement of seat upholstery and stage curtains. Design and installation of air conditioning, along with any necessary infrastructure work and Americans with Disabilities Act work. 2000-01 2001-02 2002,03 Sources of Funding: General Fund ($66,500) and the David and Lucile Packard Foundation ($66,500). IMPACT AND SUPPORT ANALYSIS ~,Environmental:For seats and curtains work, categorically exempt from CEQA under Section 15301, minor change to existing facility. For air conditioning work, an environmental assessment may be necessary. Design Elements:None. Operating:None. Telecommunications:None. COMPREHENSIVE PLAN The Comprehensive Plan contains no policies or procedures directly related to this project. 368 t- "T" o ATTACHMENT B