HomeMy WebLinkAboutStaff Report 372-07City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL 8
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:OCTOBER 1, 2007 CMR:372:07
SUBJECT:APPROVAL OF A BUDGET AMENDMENT ORDINANCE FOR $275,000
TO INCREASE MITCHELL PARK LIBRARY AND COMMUNITY
CENTER, CAPITAL IMPROVEMENT PROGRAM PROJECT PE-04012;
APPROVAL OF AMENDMENT ONE TO CONTRACT C07122215 WITH
GROUP 4 ARCHITECTURE RESEARCH + PLANNING, INC. IN AN
ADDITIONAL AMOUNT OF $275,000 AND TOTAL AMOUNT NOT TO
EXCEED $1,555,400 FOR BOTH DESIGN OPTIONS OF THE
MITCHELL PARK LIBRARY AND COMMUNITY CENTER, CAPITAL
IMPROVEMENT PROGRAM PROJECT PE-04012; UPDATE ON FOCUS
GROUPS AND PROJECT OUTREACH EFFORTS (LIBRARY,
COMMUNITY CENTER, AND PUBLIC SAFETY BUILDING); AND
REFERRAL TO POLICY & SERVICES COMMITTEE FOR
CONSIDERATION OF CHANGES TO THE CITY’S FACILITY NAMING
POLICY FOR MAJOR CAPITAL CAMPAIGNS/CONTRIBUTIONS
RECOMMENDATION
Staff recommends that Council:
Adopt a Budget Amendment Ordinance (BAO) for $275,000 to increase Mitchell Park
Library and Community Center (Attachment A), Capital Improvement Program (CIP)
Project PE-04012 (Attachment B);
Approve Amendment One to the contract C07122215 with Group 4 Architecture
Research + Planning, Inc., in an additional amount of $275,000 (Attachment C) and the
total amount not to exceed $1,555,400 so that both design options for the Mitchell Park
Library and Community Center are developed to the 35 percent design stage; and
3.Refer to the Policy & Services Committee consideration of changes to the City’s facility
naming policy with regards to major capital campaigns/contributions.
BACKGROUND
In December 2004, the City Council directed the Library Advisory Commission (LAC) to
"recommend a strategy for creating a full-service library at the existing [Mitchell Park] site or
another site, a strategy to include maintaining neighborhood facilities and distributed services, to
maintain collection services, and to direct the LAC to recommend a redefinition of branch
CMR:372:07 Page 1 of 4
services." Council later directed staff and the LAC to determine how much additional square
footage Mitchell Park Library needs to accommodate full service library facilities as well as an
on site community center and to prepare preliminary cost models/projections/estimates for
capital needs.
A project management team (PMT) comprised of representatives from the Library Advisory
Commission (LAC), Parks and Recreation Commission (PRC), Group 4 Architecture Research +
Planning, Inc., and staff evaluated four study scenarios for the Mitchell Park Library and
Community Center. The scenarios were presented to the LAC and PRC over the course of
several meetings. The two commissions ultimately recommended moving forward with a joint
use facility to house both a library and community center. On December 11, 2006, Council
approved in concept the proposed facility improvements contained in a report by Group 4
Architecture Research + Planning, Inc. and in the LAC’s Library Service Model Analysis and
Recommendations (LSMAR) for the Mitchell Park, Main, Downtown, and College Terrace
Libraries. The Group 4 report also included recommendations for an expansion at the Main
Library for group study and prograrmning space, as well as for facility enhancements at the Main
and Downtown libraries that would include improved electrical and mechanical systems, new
lighting, and upgrades to the existing program spaces.
DISCUSSION
The project team has developed two design scenarios for Mitchell Park (one for a joint use
facility and the second for a library with a phased community center). Based on preliminary
feedback from the public outreach effort, discussed below, staff recommends that Council
consider carrying both of the Mitchell Park Library/Community Center design scenarios through
to 35 percent design completion, to allow more time for public review at the various City boards
and commissions, to further tmderstand the cost implications of both scenarios, and to allow
further dialogue with the community regarding the need for these facilities. The existing
contract with Group 4 Architecture Research + Planning, Inc. already includes architectural and
engineering design services for both scenarios through conceptual design and for one selected
scenario to be continued through the 35 percent (schematic design) completion stage. Contract
Amendment One would allow for the second scenario to be carried through to 35 percent design.
The additional design effort for the second scenario would be completed by late January 2008
along with design work for Main and Downtown Library improvements and the public safety
building.
As staff has been preparing background information to lay the foundation for the Council to
consider fimding mechanisms for these projects, including potential voter-approved bond
measure fimding, it has also been completing similar design and environmental work for a new
public safety facility. On a parallel track with this conceptual design work, the City has begun to
explore the community’s sentiment towards and information about these two projects through
preliminary polling completed in February 2007 and commtmity focus groups completed in
September 2007. The City has hired the Lew Edwards Group to assist in its efforts to dialogue
with the community about the important library, community center and public safety needs. It is
important for design and cost estimating work to continue for the various projects so the City can
provide additional information to the community regarding the possible design options, potential
environmental impacts to be mitigated, and cost implications. The consultant will provide an
update on public outreach efforts to date at the October 1, 2007 Council meeting.
CMR:372:07 Page 2 of 4
Additionally, as part of the discussions about these projects, several groups have approached the
City regarding capital fundraising for the facilities. Although it is unlikely the City would raise
enough funds through private donations to complete any of the facilities, it is important to give
the groups the tools necessary to solicit donations from private entities. Any private donations
secured would potentially offset the amount the City and its residents would need to pay through
a potential bond measure. Staff recommends referring to the Policy & Services Committee
discussion of the City’s current facility naming policy with an eye towards the public safety and
library/community center projects as well as the Art Center renovation. This might entail
creating a menu of naming possibilities given different levels of capital contributions.
Attachment D outlines the current City facility naming policy and procedures.
POLICY IMPLICATIONS
This recommendation is consistent with Council’s direction to the LAC and consistent with the
establishment of the Library as a Top 3 priority for 2006. It is also consistent with the Public
Safety Building/Library Plan as a Top 4 priority for 2007.
RESOURCE IMPACT
The attached BAO requests an additional appropriation of revenues and expenses in the amount
of $275,000 for CIP PE-04012.
In FY 2003-04, Council adopted an initial appropriation of $290,000 for the study of the
Mitchell Park Library and Community Center (Project). In FY 2004-05 and 2005-06, Council
approved an additional appropriation totaling $1,210,000 for the design and construction of the
Project.
From FY 2003-04 to date, expenses and encumbrances were incurred leaving insufficient
balance to cover for the costs of the additional scope of the Project. An additional appropriation
of $275,000 is requested through the attached Budget Amendment Ordinance (BAO). This
request will be funded by the Capital Project Fund Infrastructure Reserve
TIMELINE
The consultant will expand its design to both scenarios shortly after contract approval.
current project schedule for the library and public safety building projects is as follows:
The
¯Review site analysis and develop design options: May 2007
¯Design review by City boards, commissions, public: May- October 2007
¯Develop schematic design and preliminary cost estimates for both Mitchell Park
scenarios: October 2007 - January 2008
¯Develop 35 percent design for both Mitchell Park scenarios and public safety building:
November 2007-January 2008
¯Public safety building environmental impact report public hearing: November 2007
¯Complete 35 percent design and final cost estimates for all projects: late January 2008
ENVIRONMENTAL REVIEW
An amendment to the MND that was prepared for the Mitchell Park Library as part of the 2002
Measure D election will be done to reflect the current design. An amendment to the
Environmental Impact Report (EIR) that was prepared for the Main Library as part of the 2002
Measure D election will be revised to reflect the current design program. Staff anticipates
CMR:372:07 Page 3 of 4
completing these updates by December 2007. An environmental impact report for the public
safety building will be complete by late November 2007.
ATTACHMENTS
Attachment A: Budget Amendment Ordinance (includes BAOs Impacting Infrastructure
Reserve Approved-to-Date in 200%08)
Attachment B:CIP Description Page
Attachment C:Amendment One of Contract C07122215 with Group 4 Architecture Research +
Planning, Inc.
Attachment D: City of Palo Alto Facility "Naming City-Owned Land and Facilities" (Policy
and Procedures 1-15/MGR, Revised: April 2004)
PREPARED BY: /~
KAREN BENGARD
Senior Engineer
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
KELLY MORARIU
Assistant to the City Manager
S. ROBERTS
Director of Pubic Works
EMILY HARRISON
Assistant City Manager
CMR:372:07 Page 4 of 4
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING
THE BUDGET FOR THE FISCAL YEAR 2007-08 TO PROVIDE AN
ADDITIONAL APPROPRIATION OF $275,000 TO CAPITAL IMPROVEMENT
PROGRAM (CIP) PE-04012, MITCHELL PARK LIBRARY AND COKMUNITY
CENTER
The Council of the City of Palo Alto does ordain as follows:
SECTION i. The Council of the City of Palo Alto finds and
determines as follows:
A. Pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on
June ii 2007 did adopt a budget for fiscal year 2007-08; and
B. In fiscal year 2003-04, the Council did adopt a budget
for CIP Project PE-04012, Mitchell Park Library and Community
Center Project), with an initial appropriation of $290,000
for the study of the Project; and
C. In fiscal year 2004-05 and 2005-06, the Council
increased the appropriation by $1,210,000 for the design
costs of the Project; and
D. From fiscal year 2004-05 to date, expenses related to
the Project were incurred and the Project is estimated to have
a remaining balance of $38,427 for the cost of the Project;
and
E. On December 4, ~006, the Council directed staff to
further develop two design options for the Project presented
by the City’s consultant, Group 4 Architecture Research +
Planning, Inc. (Consultant); and
F. The City’s existing contract with the Consultant
already includes architectural and engineering design services
for the two design options, and amendment of the contract
would allow for the further development and expansion of the
two design options; and
G. Additiona! funding of $275,000 is required to amend
the City’s contract with the Consultant; and
H. The total additiona! appropriation of $275,000 for
this project will be funded by the Capital Project Fund
Infrastructure Reserve; and
I. City Council authorization is needed to amend the
2007-08 budget to make available the funds required for the
further development of the design options for CIP Project PE-
04012, Mitchell Park Library and Community Center.
SECTION 2. The Capital Project Fund Infrastructure
Reserve is hereby decreased by Two Hundred Seventy-Five
Thousand Dollars ($275,000) with a remaining balance of
Fourteen Million Nine Hundred Forty-Seven Thousand Dollars
$14,947,000) as shown in Exhibit A.
SECTION 3. Revenue in C!P Project PE-04012 is hereby
!ncreased by a transfer from the Capital Project
Infrastructure Reserve in the amount of Two Hundred Seventy-
Five Thousand Dollars ($275,000).
SECTION 4. The sum of Two Hundred Seventy-Five Thousand
Dollars ($275,000) is hereby appropriated to CIP Project PE-
04012, Mitchel! Park Library and Community Center.
SECTION 5. As specified in Section 2.28.080(a) of the
Palo Alto Municipa! Code, a two-thirds vote of the City
Council is required to adopt this ordinance.
SECTION 6. As provided in Section 2.04.330 of the Palo
Alto Municipal Code, this ordinance shall become effective
upon adoption.
SECTION 7. The Council of the City of Palo Alto hereby
finds that this is not a project under the provisions of the
California Environmental Quality Act, and therefore, no
environmental impact assessment is necessary.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:
Senior Asst. City Attorney
City Manager
Director of Public Works
Director of Administrative
Services
EXHIBIT A
Budget Amendment Ordinances Impacting Infrastructure Reserve Approved-To-Date in 2007-08
Placeho ders
Already in
Revenue the 2007-08
/~d~ptedidget
Balance -July 1, 2007 (unaudited balance)
07-08 Net change to reserve -adopted budget
2007-08 Projected Ending Balance Before BAOs
Less: Additional Appropriation
PE-04012 Mitchell.Park Librao’ and Community Center
$15,884,000
($662,000)
$15,222,000
(275,000)
Reserve Balance After BAO’s [ $14,947,000 [
CityWorks
ATTACHMENT B
LIBRARy & COMMUN!Ty r,-¯ ,,mNTER
Description: This project will initiaUy provide for the environmental
analysis, preliminary design, community outreach and construction cost
estimates for two different design scenarios: 1) a new Mitchell Park
Library only and 2) a new Library and a new Community Center. The
design will be prepared to the 35% completion stage so as to provide
accurate cost information needed Ibr a public funding election.
dustification: The Mitchell Park Library is currently the most heavily
used of all City libraries. As identified in the 1996 IMP (Adamson Report),
the library’s electrical and mechanical systems are antiquated and do not
provide adequate ventilation and lighting for the users. In addition, the
building needs renovations to meet current ADA requirements and to
ensure that the structural integrity meets ¯ " .
along with interior u~,,,r.,,4~ ~--," ~ .smsmlc reqmrement standardsv~ auc~ u~ me Hoonng and paint.
The library and community center have reached the end of their design life
and are significantly undersized for current needs. Expansion/
reconstruction will allow for improved services and improve circulation at
the site.
Supplemental Information: In September 2006 staff was directed to
proceed with a MitcheJ] Park Library Space study to evaluate the space
needs of the Mitchell Park library and branch libraries. Also included for
consideration was the need for a new Community Center and whether a
new Center should be included in any new Mitchell Library project.
MitcheIl Park Community Center, has the same deficiencies as the library.
The building was built in 1970 and features three meeting rooms, a main
hall, patio, kitchen, ceramics studio, staff offices, public toilets, and a game
room providing space for both City sponsored and leased activities. Phase
II of the Group 4 contract includes an option to work on Main and
Downtown per the LSMR recommendations and future Council direction.
ClP FACTS:
¯Continuing
° Project Status: Design
¯Timeline: FY 2005-2008
¯Overall Project Completion: 10%
¯ Percent Spent: 36%
¯ Managing Department: Public Works
¯ Comprehensive Plan: Policies C-19 and C-24
IMPACT ANALYSIS:
¯ Environmental: Categorically exempt from
CEQA under Section 15301.
¯ Design Elements: AFIB review required for
new equipment placed on exterior.
¯ Operating: Reduces cost of structural and systterns maintenance.
2005-07 Budget
~!TCHELL
IP’-
’," , , ~-’(PE-04012)COI,~IViUNI, ’~ CENTER
continued
PY Budget
PY Actuals as of 06/30/2007
$t,606,030
$578,425
Design Costs
Construction Costs
Other
Revenues:
Source of Funds:
Council Policy Direction:
Infrastructure Reserve
1. This project invovles a significant change in service levels requiring additional staffing or
other resources.
2. This project is not in planned General Fund IMP and/or does not have identified funding
source.
2005-07 Bud.~et City qf Palo Alto 54
CITY OF PALO ALTO CONTRACT NO. C07122215 ATTACHMENT C
AMENDMENT NO. 1 TO CONTRACT NO. C07122215
BETWEEN THE CITY OF PALO ALTO AND
GROUP 4 ARCHITECTURE, RESEARCH + PLANNING, INC.
This Amendment No. I to contract No. C07122215 (~Contract") is
entered into , by and between the CITY OF PALO ALTO, a
California Charter City ("CITY"), and Group 4 Architecture,
Research + Planning, Inc., a California corporation located at.211
Linden Avenue, South San Francisco, CA 94080 ("CONSULTANT").
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of professional consulting services
relating to the Mitchell Park Library and Community Center, Main
Library, and Downtown Library Initial Design (~Project") ; and
WHEREAS, the parties wish to amend the Contract to
increase the scope of services and compensation, and to amend the
completion schedule;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION i. Section i, SCOPE OF SERVICES, is hereby
amended to add the following:
"The scope of services and deliverables constituting the Project
("Basic Services") will be performed, delivered or executed by
CONSULTANT in accordance with the schedule and the requirements of
Exhibits "A" and "A-I" for additional scope of services."
SECTION 2. Section 3, SCHEDULE OF PERFORMANCE, is hereby
amended to add the following:
"Time is of the essence in the performance of Services under this
Agreement. CONSULTANT shall complete the Services within the term
of this Agreement and in accordance with the schedule set forth in
Exhibit "B"(revised), attached to and made a part of this
Agreement. Any Services for which times for performance are not
specified in this Agreement shall be commenced and completed by
CONSULTANT in a reasonably prompt and timely manner based upon the
circumstances and direction communicated to the CONSULTANT. CITY’s
agreement to extend the term or the schedule for performance shall
not preclude recovery of damages for delay if the extension is
required due to the fault of CONSULTANT."
S:ATT/USERS/OFFICE FORMS/City Approved Contracts 3/20/07 (REV)
CITY OF PALO ALTO CONTRACT NO. C07122215
SECTION 3. Section 4, NOT TO EXCEED COMPENSATION, is
hereby amended to read as follows:
"The compensation to be paid to CONSULTANT for performance of the
Services described in Exhibits "A~ and "A-I", including both
payment for professional services (Basic Services) and reimbursable
expenses, shall not exceed one million four hundred thirty thousand
eight hundred dollars ($1,430,800.00). In the event Additional
Services are authorized, the total compensation for services and
reimbursable expenses shall not exceed one million five hundred
fifty-five thousand four hundred dollars ($1,555,400.00). The
applicable rates and schedule of payment are set out in Exhibit "C
(Revised)", entitled ~COMPENSATION," which is attached to and made
a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with
and subject to the provisions of Exhibit "C (Revised)" CONSULTANT
shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY.
Additional Services shall mean any work that is determined by CITY
to be necessary for the proper completion of the Project, but which
is not included within the Scope of Services described in Exhibits
"A" and ~’A-I"."
SECTION 4. The following exhibit(s) to the Contract are
hereby set forth as attachment(s) to this Amendment, which are
incorporated in ful! by this reference:
EXHIBIT "A-I": ADDITIONAL SCOPE OF SERVICES
Exhibit "B (Revised)": SCHEDULE OF PERFORMANCE
Exhibit "C (Revised)": COMPENSATION SCHEDULE
2
S:ATT/USERS/OFFICE FORMS/City Approved Contracts 3/20/07 (REV)
CITY OF PALO ALTO CONTRACT ~70. C071222!5
SECTION 5. Except as herein modified, al! other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS };HEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
APPROVED AS TO FORM:CITY OF PALO ALTO
Senior Asst, City Attorney Assistant City Manager
APPROVED:
Director of Administrative
Services
GROUP 4 ARCHITECTURE, RESEARCH
+ PLANNING, INC.
Name: 0~" ~~S
T
Title:
Taxpayer Identification No.
(Com ance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a
corporation. In the alternative, a
certified corporate resolution
attesting to the signatory authority
of the individuals signing in their
respective capacities is acceptable).
Exhibit A-1
Scope of Services - Initial Design Phase
Amendment One to Contract C07 ! 22215
Mitchell Park Library and Community Center, Main Library and Downtown Library Initial
Design
GENERAL INFORMATION
The objective of this Amendment One includes both of the two conceptual design options for the
Mitchell Park Library and the Mitchell Park Library and Community Center through the 35
percent design completion stage. Currently only one ’preferred’ scenario is to be designed to 35
percent design completion. No change is required for the Main or Downtown Library sites.
The following Task A4 sections of Contract C07122215, "Mitchell Park Library and Community
Center, Main Library and Downtown Library Initial Design" shall be changed as follows:
2.1.7.1.1
2.1.7.1.2
2.1.7.1.5
2.1.7.1.6
2.1.7.1.7
2.1.7.1.8
2.1.7.1.9
2.1.7.1.10
2.1.7.1.11
The Consultant shall develop and refine two site and building design
alternatives incorporating sustainable LEED Silver-level design goals as
established in IDW #1. The two design options that the Consultant shall
develop are: a two phase option for the Library and Community Center
identified as option A in the conceptual design phase; and a single phase
option for the Library and the Community Center identified as Option B in
the conceptual design phase.
The Consultant shall develop and refine two site and building design
alternatives incorporating sustainable LEED Silver-level design goals as
established in IDW#1.
NO CHANGES MADE TO THIS ITEM
Develop a schematic approach to building systems such as structural,
mechanical, electrical, fire protection, telecommunications, and other
building systems for the two options.
Develop CAD floor plan, site plan and primary elevations for both design
options for stakeholder input.
Refine the CAD plans based on stakeholder input, and add furniture and
stack layouts for stakeholder input for both design options.
Refine for both design options the site plan and building elevations and
prepare building sections.
Prepare presentation-quality renderings for both options of the proposed
building exterior (one) and interior spaces (up to three).
Prepare for both design options outline specifications as needed for cost-
estimating clarity.
Prepare for both design options an estimate of probable construction cost
in detailed construction system forn~at.
Based on direction from the PMT for both design options prepare a
preliminary phasing plan for development of the proposed new library and
community center.
Prepare for both design options material sample boards.
Prepare for both design options a Schematic Design report to include a
proposed construction phasing plan.
City of Palo Alto - Contract C07122215 Amendment One
2.1.7.2 Deliverables: 5 full-size sets and 20 half-sized sets of Mitchell Park
Library Schematic Design Packages including both desig-n options
for staff review consisting of:
¯Site plan
¯Architectural plans, elevations, and sections
¯Structural plans
¯Building system plans
¯Any relevant supporting materials
Furniture and stack layout plans, U.S. Green Building Council’s
Leadership in Energy and Environmental Design (LEED) Sustainable
Design Consultation and Checklist, Estimate of probable construction
cost, Schematic Design report (electronic format plus one reproducible
unbound print copy), outline specifications in CSI format, preliminary
exterior product/finish boards for review by boards and commissions,
preparation of a model for the ARB, and other deliverables for various
City boards are contained below in Task D: Participation.
City of Palo Alto - Contract C07122215 Amendment One
EXHIBIT B (Revised)
SCHEDULE OF PERFORMANCE
The consultant shall perform the services described in project tasks so as to complete each milestone
~vithin the month specified. The time to complete each milestone may be increased or decreased by
mutual written ageement of the project managers for consultant and the City. The consultant shall
provide a detailed schedule of work consistent with the schedule below within 14 days of receipt of the
Notice to Proceed.
TASK COMPLETION
Notice to Proceed
Task A, B, C Design
Task AI: Project Initiation
Task A2, B2: Site Analysis and Site Options
Task A3, B3, C3: Conceptual Design
Task A4, B4, C4: Schematic Design
May 2007
May 2007
May - June 2007
June - Sept 2007
Oct - Feb 2007
Task D: Participation Concurrent w/Task A,B, C
Task E: Specialized Services
Task El: Environmental Clearance for Mitchell Park
Task E2: Environmental Clearance for Main Library
Task E3: Historic Renovation for Main Library
Concurrent w/Task A1,
A2, & A3 - completed Dec
1, 2007
Concurrent w/Task A1,
B2, & B3 - completed Dec
1, 2007
Concurrent w/Tasks A1,
B2, B3 & B4
City of Palo Alto - Contract C07122215 Amendment One
EXHIBIT C (Revised)
Task Description Not to Exceed Compensation Basis
TASK A1 :
Basic Services
TASK A2:
Basic Services
TASK B2:
Basic Services
TASK A3:
Basic Services
TASK B3:
Basic Services
TASK C3:
Basic Services
TASK A4:
Basic Services
TASK B4:
Basic Services
TASK C4:
Basic Services
TASK D:
Basic Services
TASK E 1 :
Basic Services
TASK E2:
Basic Services
TASK E3:
Basic Services
Project Initiation
Site Analysis and Site Options
for Mitchell Park Library
Site Analysis and Site Options
for Main Library
Conceptual desig-n for Mitchell
Park Library
Conceptual design for Main
Library
Conceptual design for
Do~vntown Library-
Schematic Design for two
options for Mitchell Park
Library. & C~mmunity Center
Schematic Design for Main
Library-
Schematic Design for
Downtown Library-
Participation
Environmental Clearance for
Mitchell Park
Environmental Clearance for
Main Library-
Historic Architectural
Consultant for Main Library
$18,100
$97,100
$32,900
$166,700
$85,600
$43,100
$560,100
$151,500
$90,300
$65,400
$20,000
$15,000
$40,000
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Per Meeting
Time and Materials
Time and Materials
Time and Materials
Sub-total Basic Services
Reimbursable Expenses (Task F)
Total Basic Services and Reimbursable expenses
Additional Services (Not to Exceed) (Task G)
Maximum Total Compensation
$1,385,800.00
$45,000.00
$1,430,800.00
$124,600.00
$1,555,400.00
City of Palo Alto - Contract C07122215 Amendment One
ATTACHMENT D
~’OLiCY A_~ t’~o~t~t~RES i-iSiMGR
Revised: April 2004
NAMING CITY-OWNED LAND AND FACILITIES
POLICY STATEMENT
The purpose of this policy is to ensure that City-owned land and facilities, when named for
individuals, are persons who have made significant contributions or performed services deemed
to have been of major importance to the community.
This policy establishes uniform procedures for the naming of City-owned land and facilities as
set forth by Council Resolution No. 6211, approved on December 12, 1983, and revised by
Council on April 12, 2004. The policy is applicable to new and existing City-owned land and
facilities.
The policy provides a mechanism for citizens to suggest names which they believe should be
considered for new City facilities or land acquisitions and for the renaming of existing facilities
and lands. The policy also establishes criteria which will guide the Historical Association and
the appropriate City Commission or Committee in recommending names to the Council for
approval.
Naming and renaming City-owned land and facilities shall be the responsibility of the City
Council. However, places within City-owned land or facilities, such as a room or patio within a
building or a trail or athletic field within a park, which do not require formal dedication by the
City Council, may be named by the City Manager or his/her designee, subject to final approval
by the City Council via the consent calendar.
This process does not apply to the naming of streets which will continue to be processed through
the Planning and Community Environment Department (Policy and Procedure 1-16: Naming of
City Streets). The naming of a street may be considered an appropriate alternative means of
honoring an individual.
PROCEDURE FOR NAMING NEW FACILITIES OR CITY-OWNED LANDS
A. Responsibility of the Prqiect Manager
Implementation of this policy is the responsibility of the department in which the project to be
named is managed. In the instance of a new City-owned land or facility, the project manager
should incorporate the process for naming into the project schedule so the naming is
accomplished in a timely manner.
!. Requests concerning a name to be given to the City-owned land or facility shall be
made in writing on an approved suggestion form to the City Clerk.
a. The project manager should alert the City Clerk when to expect the submission
of names and the anticipated time frame for the naming process.
Page 1 of 6
POLICY AND PROCEDURES 1-15/MGR
Revised: April 2004
b. The project manager may submit suggested names on an approved suggestion
form on behalf of staff or citizens who have been involved in the project
development.
c. In some instances, it may be appropriate to actively solicit suggestions and, in
those cases, the project manager should specify a time frame for submissions and
method of notification.
d. All submittals, whether from an individual or an organization, must include the
name and address of the submitter. No anonymous submittals will be accepted.
e. All suggestions will be given the same consideration without regard to the
nomination source.
2. The project manager is responsible for conveying the name suggestion forms from the
City Clerk to the Palo Alto Historical Association and presenting the recommendations
from the Historical Association to the appropriate commission or committee whose
sphere of influence is most closely associated with the facility in question. The Parks and
Recreation Commission shall review name suggestions for acquired land to be dedicated
as a park, recreational facilities, community centers and interpretive centers. The Library
Advisory Commission shall review name suggestions for library facilities. The Public
Art Commission shall review name suggestions for art facilities. The Policy and Services
Committee shall review name suggestions for police, fire or utility facilities as well as
major civic complexes.
a. The Historical Association may also originate suggestions for names or provide
suggestions for appropriate alternatives as part of its recommendations.
b. The project manager shall assure that adequate time is allowed for the
Historical Association and the appropriate commission or committee to evaluate
the recommended names.
c. The Historical Association shall determine if the suggested names meet the
criteria of appropriate significance, and shall submit the recommendations to the
appropriate commission or committee together with the rationale for the
recommendations. The response from the Historical Association shall
acknowledge all the names that are submitted, but recommend only those which it
feels meet the criteria and warrant serious consideration.
B. ResponsibiliW of the Reviewing Commission Or Committee
i. The commission or committee shall conduct a public hearing, confirm that the
recommended names meet the criteria of appropriate significance, select
recommendation(s) provided by the Historical Association, and shall forward its
recommendation to the City Council. The report from the commission or committee shall
acknowledge all of the recommended names together with their evaluation, but present
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POLICY AND PROCEDURES 1-15/MGR
Revised: April 2004
only the name(s) which it feels best meets the criteria and merits serious consideration by
the City Council.
2. Once approved, a transmittal and resolution will be prepared by staff for consideration
and approval by the City Council. The transmittal shall include a narrative of historic
reference prepared by the Palo Alto Historical Association for the name, a copy of the
name suggestion form, and minutes of the Commission meeting when the
recommendation was discussed.
C. Criteria
The following criteria shall be used in selecting an appropriate name for City-owned land and
facilities.
!. The name should, if possible, have or preserve the geographic, environmental (relating
to natural or physical features), historic or landmark connotation of particular
significance to the area in which the land or facility is located, or for the City as a whole.
Either connotation is equally valid.
2. Acknowledgement of contributions: Consideration may be given to naming the City-
owned land or facility after an individual when the land or facility, or the money for its
purchase, has been donated by the individual, or when otherwise warranted by some
contribution or service which is deemed to be of major and lasting significance to the
acquisition of that piece of land, or planning, development, construction or renovation of
that particular facility. Donation of land or resources shall not constitute an obligation by
the City to name the land or facility or any portion thereof, after an individual or family.
City-owned lands or parks shall not be named for benefactor organizations, groups or
businesses, but in special cases, may be considered for sub-facilities such as rooms or
playgrounds.
3. Names honoring individuals or families, other than those of recognized historic
importance, must be supported by compelling reasons.
4. In the event the City-owned land or facility was formerly school property or had other
ownership such that the name of the school, building or site has community significance
or community recognition, consideration may be given to preserving that name.
5. The City encourages naming which reflects the City’s ethnic and cultural diversity.
6. No City-owned land or facility shall be named after a seated elected or appointed
offic!al.
7. No City-owned land or facility shall be named after a person whose contribution to the
City of Palo Alto was or is a part of that individual’s normal duties as an employee of the
City. An exception may be made for former such employees who have contributed
volunteer services of an exceptional nature beyond their normal duties.
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POLICY AND PROCEDURES 1-15/MGR
Revised: April 2004
D. Council Action
1. The recommendations received from the Historical Association and the commission or
committee shall be placed on the Council agenda for final approval.
2. Action by the Council shall be by Council Resolution.
E. Follow-up to Selection of the Name
1. The above-described process for selecting an appropriate name should precede the
preparation of a park dedication ordinance.
2. Subsequent to approval by the City Council, the name for the City-owned land or
facility shall be conveyed to the Department of Public Works for incorporation in City
official maps and plans, and to the Palo Alto Historical Association for its records.
F. Naming Places Within City-owned Land or Facilities
!n the case of places within City-owned land or facilities, where the policy does not require a
Council resolution, responsibility for requesting Council approval of the new name shall reside
with the department head wb, o manages the land or facility.
Ideally, the naming of features within a park and specific trails or facilities within open space
lands will occur during the master plan or site plan process.
Names within parks should be appropriate to the park by reflecting the expression of the place
(topography, geology, natural features), flora and fauna, or history of the area.
In advance of the naming, the department head shall send a memorandum to the City Manager
advising of the proposed action and requesting approval. The City Manager will then seek
approval of the name from the City Council via the consent calendar.
PROCEDURE FOR RENAMING EXISTING FACILITIES OR CITY-OWNED LANDS
Existing place names are deemed to have historic recognition. City policy is not to change the
name of any existing facilities or City-owned land, particularly one whose name has City or
regional significance, unless there are compelling reasons to do so. Further, the City will
consider renaming to commemorate a person or persons only when the person or persons have
made major, overriding contributions to the City and whose distinctions are as yet unrecognized.
A. Renaming Su,~gestions
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AND t’I4~3tgKDIARES i-iSiMGR
Revised: April 2004
1. All requests concerning a new name to be given to the City-owned land or facility shall
be made in writing on an approved suggestion form to the City Clerk. The suggestion
must detail how the proposed name change is consistent with the criteria, the purpose of
the name change, and how the new name is directly associated with the land or facility.
2. All submittals, whether from an individual, organization or City staff, must include the
name and address or the submitter. No anonymous submittals wil! be accepted.
3. The City Council shall initiate the renaming process by referral of the public or staff
request to the commission or committee whose sphere of influence is most closely
associated with the facility in question. Council can also initiate the renaming of lands or
a facility without a public request whenever deemed necessary or in the best interest of
the City of Palo Alto, following established criteria. Once the referral is made by the City
Council to a specific commission or committee, the commission or committee will await
comment and evaluation of the new name from the Palo Alto Historical Association.
B. Responsibility of the Project Manager
1. The City Clerk is responsible for conveying the name suggestion form(s) received by
the deadline to the Project Manager, who will be responsible for forwarding to the Palo
Alto Historical Association and then transmitting the recommendation(s) from the Palo
Alto Historical Association to the appropriate commission or committee as outlined in
Section A above.
2. The recognized neighborhood association in the vicinity of the land or facility will be
notified of the proposed name change at the time the reviewing commission or committee
receives the report from the Historical Association.
C. Responsibility of the Reviewing Commission Or Committee
1. The commission or committee shall conduct a public hearing, confirm that the
suggested name(s) meet the criteria of appropriate significance, select recommendation(s)
from the names provided by the Historical Association, and shall forward its
recommendation to the City Council. The report from the commission or committee shall
acknowledge any recommended names together with its evaluation, but present only the
name or names which it feels best meets the criteria and merits serious consideration by
the Council.
2. Once approved, a transmittal and resolution will be prepared by staff for consideration
and approval by the City Council. The transmittal shall include a narrative of historic
reference for the name or names, together with a copy of the name suggestion fo_~-m..
D. Criteria
Each application for renaming a city park or facility must meet the criteria in this policy, but
meeting all criteria does not ensure renaming.
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POLICY AND PROCEDURES 1-15/NIGR
Revised: April 2004
City-owned lands and facilities may be renamed for an individual(s) under the following
conditions. Where the individual:
1. Has made lasting and significant contributions to the protection of natural or cultural
resources of the City of Palo Alto, or
2. Has made substantial contributions to the betterment of a specific facility or park,
consistent with the established standards for the facility, or
3.Has made substantial contributions to the advancement of commensurate types of
recreational opportunities within the City of Palo Alto.
E. Council Action
I. The recommendations received from the Palo Alto Historical Association and
commission or committee shall be submitted for Council approval.
2. Action by the Council shall be by Council Resolution.
F. Follow-up to Selection of Name
1. Subsequent to approval by the City Council, the new name for the City-owned land or
facility shall be conveyed to the Department of Public Works for incorporation in City
official maps and plans, and to the Palo Alto Historical Association for its records.
NOTE: Questions and/or clarification of this policy should be directed to the City Manager’s
Office.
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POLICY AND PROCEDURES 1-15/MGR
Revised: April 2004
APPLICATION FOR NAMING OR RENAMING
CITY-OWNED LANDS OR FACILITIES
Namin~ ob,iectives:
1. Ensure that parks, recreational areas and facilities are easily identified
and located.
2. Ensure that names designated for parks, recreational areas and facilities
are consistent with the values and character of the area or neighborhood
served.
3. Encourage public participation in the naming, renaming and dedication of
parks, recreation areas and facilities.
4. Encourage the donation of land, funds for land acquisition or development
by individuals and groups.
Criteria for naminR new facilities or parks:
The following criteria shall be used in selecting an appropriate name for City-owned land and facilities.
1. The name shall have or preserve the geographic, environmental (relating to natural or physical
features), historic or landmark connotation of particular significance to the area in which the land or
facility is located, or for the City as a whole. Either connotation is equally valid.
2. Consideration may be given to naming the City-owned land or facility after an individual when the land
or facility, or the money for its purchase, has been donated by the individual, or when other~,ise
warranted by some contribution or service which is deemed to be of major and lasting significance to the
acquisition of that piece of land, or planning, development, construction or renovation of that particular
facility. Donation of land or resources shall not constitute an obligation by the City to name the land or
facility or any portion thereof, after an individual or family. City-owned lands or parks shall not be named
for benefactor organizations, groups or businesses, but in special cases, may be considered for sub-
facilities such as rooms or playgrounds.
3. Names honoring individuals or families, other than those of recognized historic importance, must be
supported by compelling reasons.
4. In the event the City-owned land or facility was formerly school property or had other ownership such
that the name of the school, building or site has community significance or community recognition,
consideration may be given to preserving that name.
5. The City encourages naming which reflects the City’s ethnic and cultural diversity.
6. No City-owned land or facility shall be named after a seated elected or appointed official.
7. No City-owned land or facility shall be named after a person whose contribution to the City of Palo
Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be
made for former such employees who have contributed volunteer services of an exceptional nature
beyond their normal duties.
Page 1 of 3
POLICY AND PROCEDURES 1-15/MGR
wevlseu: t~pt t~ zuu’~
Criteria for renamin~ existing facilities of parks:
Each application for renaming a city park or facility must meet the criteria listed above, but meeting all
criteria does not ensure renaming.
Existing place names are deemed to have historic recognition. City policy is not to change the name of
any existing facilities or City-owned land, particularly one whose name has City or regional significance,
unless there are compelling reasons to do so. Further, the City will consider renaming to commemorate a
person or persons only when the person or persons have made major, overriding contributions to the City
and whose distinctions are as yet unrecognized.
City-owned lands and facilities may be renamed for an individual(s) under the following conditions.
Where the individual:
1. Has made lasting and significant contributions to the protection of natural or cultural resources of the
City of Palo Alto, or
2. Has made substantial contributions to the betterment of a specific facility or park, consistent with the
established standards for the facility, or
3. Has made substantial contributions to the advancement of commensurate types of recreationa!
opportunities within the City of Palo Alto.
Suggestions for naming or renaming City-owned lands or facilities shall be evaluated on the basis of the
above criteria and upon appropriate documentation.
Person making the name suggestion (required):
Address (required):
Contact phone number (required):
E-mail (not required):
Location of site or facility to be named:
Suggested name (required):
Biographical information: (Explain)
Civic involvement: (Explain)
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POLICY ANr~
Revised: April 2004
Connection to the facility: (Please explain in depth)
Reason for Nomination (required):
Additional Comments (additional information may be attached):
Date Received by the City Clerk:
Submitted to Palo Alto Historical Association:
Date scheduled for review by commission:
Page 3 of 3