HomeMy WebLinkAboutStaff Report 394-07City of Palo Alto
City Manager’s Report
TO:
FROM:
DATE:
SUBJECT:
HONORABLE CITY COUNCIL
CITY MANAGER
OCTOBER 29, 2007
DEPARTMENT: PUBLIC WORKS
CMR:394:07
APPROVAL OF AMENDMENT ONE TO CONTRACT C07117374 WITH
THE KPA GROUP, INC. IN THE AMOUNT OF $20,735 FOR A TOTAL
AMOUNT NOT TO EXCEED $320,396 FOR DESIGN OF COLLEGE
TERRACE LIBRARY SEISMIC UPGRADE AND REHABILITATION -
CAPITAL IMPROVEMENT PROGRAM PROJECT PE-05010
7
RECOMMENDATION
Staff recommends that Coun.cil authorize the City Manager or his designee to approve
Amendment One to contract C07117374 with The KPA Group, Inc., to add $20,735 for a total
contract amount not to exceed $320,396 (Attachment A) for the seismic upgrade and
rehabilitation design of College Terrace Library and Childcare Center (College Terrace Library).
The amendment is for additional design scope to prepare a Historic Structures Report (HSR) and
collect relevant data in preparation for possible sale of Transferable Developmental Rights
(TDR).
BACKGROUND
The College Terrace Library was constructed in 1936. The building floor area is approximately
4,860 square feet. The main portion of the building is used as a public library while the south
wing is leased to a childcare center. The building is classified as a Category 4 historical structure
in the City’s historical building inventory and any modifications must comply with the Secretary
of the Interior’s Standards for Rehabilitation.
The building was identified in the 1996 Adamson Report as needing upgrades to all major
building components such as heating, roofing, and electrical systems. The building is also in
need of structural reinforcement in order to better withstand a significant earthquake. The
restrooms are not in compliance with Americans with Disabilities Act (ADA) accessibility
guidelines. The childcare center has recently been remodeled but will be evaluated for potential
upgrades to the air conditioning or other outdated systems.
On February 5, 2007, Council approved the contract with The KPA Group, Inc. for architectural
and engineering design services for College Terrace Library seismic upgrade and rehabilitation
project (CMR: 110:07).
CMR:394:07 Page 1 of 3
DISCUSSION
During the preliminary design phase with The KPA Group, the City decided to pursue transfer of
development rights for the College Terrace Library site in order to collect funding for future
City-owned facilities rehabilitation projects. According to the City of Palo Alto Municipal Code
Section ! 8.32.090 - Transfer of Development Rights for Public Facilities, the City Council by
resolution may designate City-owned buildings that are CategoI3, 1 or Category 2 on the City’s
historic inventory to participate as "sender sites" in the Transfer of Development Rights program.
One purpose of the program is to encourage and support the rehabilitation of lfistoric buildings.
The program provides a floor area bonus for the qualified rehabilitation of Category 1 and 2
historic buildings which are either ov~qled by the City of Palo Alto or located in the Downtown
CD zone district. The size of the bonus is 2,500 square feet, or 25% of the existing building,
whichever is greater. Floor area bonuses may be transferred (sold) from eligible "sender sites"
for use on eligible "receiver sites" in the Downtown. For City-owned property, floor area
bonuses must be sold by the City on the open market through a public bid process.
In preparation to sell TDRs for the College Terrace Library, a HSR needs to be prepared to
analyze the character-defining features for relative historic importance and to develop Area for
Potential Effects (APE) including project description and methodology for assessment of
historical effects to the surrounding area. As part of the HSR package, the State of California
Department of Parks and Recreation forms DPR 523 A & B for assessing building integrity and
historical significance need to be completed. With the information provided by the HSR, the
College Terrace Library may likely be reclassified to Category 2 in the City’s historic inventory.
This is necessary since TDRs can only be sold for rehabilitation of Category 1 or 2 buildings.
The City’s historic designation criteria and process are set forth in Sections 16.49.020(b) and
16.49.040 of Municipal Code Chapter 16.49 (Historic Preservation Ordinance).
Garavaglia Architecture, the historical consultant to The KPA Group, will prepare the HSR and
corresponding documents and findings for the City. The findings shall be used to prepare
justifications for reclassifying the College Terrace Library to either Category 1 or 2 of the City’s
historic inventory. The reclassification will be finalized once the Historical Resources Board and
the City Council approve the justifications. The KPA Group with Garavaglia Architecture
submitted a cost estimate of $18,850 for preparing the HSR and assisting with the
reclassification process. Ten percent of the cost, $1,885, was added to the consultant’s proposal
cost by the City for design contingency which brings the total amount of the contract increase to
$20,735.
Staff estimates the sale of the College Terrace Library TDR will result in approximately
$230,000 based on similar TDR sold for the Palo Alto Children’s Library in March of 2006. The
funds from the sale of TDR for the College Terrace Library may be retained for future City-
facilities rehabilitation.
RESOURCE IMPACT
The City Council approved the design contract with The KPA Group, Inc., in the amount of
$299,661 for architectural and engineering design services for College Terrace Library and Child
Care Center Improvement project (CMR: 110:07). The funding for Contract Amendment One, an
additional cost of $20,735, is available in Capital Improvements Program Project PE-05010.
CMR:394:07 Page 2 of 3
POLICY IMPLICATIONS
Approval of this contract is consistent with existing City policies.
TIMELINE
The completion of design and start of construction is still anticipated for the summer of 2008.
The actual sale of the TDR for College Terrace Library site will be completed until when market
conditions allow for favorable bids.
ENWIRONMENTAL REVIEW
This contract has been determined to be categorically exempt from the California Environmental
Quality Act (CEQA) pursuant CEQA Guidelines, Article 19, Section 15301 of the California
Code of Regulations.
ATTACHMENTS
Attachment A: Amendment One of Contract C0711
PREPARED BY:
DEPARTMENT HEAD:
The KPA Group, Inc.
WO(
En~
GLENN S. ROBERTS
Director of Pubic Works
CITY MANAGER APPROVAL:
EMIL’~ HARRISON"
Assistant City Manager
CMR:394:07 Page 3 of 3
CITY OF PALO ALTO CONT.~ACT NO. C07117374
AMENDMENT NO. I TO CONTRACT NO. C07117374
BETWEEN THE CITY OF PALO ~-LTO
THE KPA GROUP
This Amendment No. i to contract No. C07117374 (~Contract") is
entered into , 2007, by and between the CITY OF PALO
ALTO, a California Charter City ("CITY"), and The KPA Group, a
corporation of the state of California with offices located at 300
Frank H. Ogawa Plaza, Suite ~0, Oakland, CA 94612 ("CONSULTANT").
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of professional consulting services
relating to the rehabilitation and seismic upgrade of College
Terrace Library and Daycare Center ("Project"); and
WHEREAS, the parties wish to amend the Contract to
increase the scope of services and compensation;
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 fol!owing:
~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-l" for additional scope of services."
SECTION 2. 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 and reimbursable expenses, shall
not exceed two hundred ninety-one thousand two hundred sixty-nine
dollars ($291,269.00). In the event Additional Services are
authorized, the tota! compensation for services and reimbursable
expenses shall not exceed three hundred twenty thousand three
hundred ninety-six dollars ($320,396.00). The applicable rates and
schedule of payment are set out in Exhibits ~C" and ~C-I", 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 Exhibits ~C" and "C-!". CONSULTANT
shall not receive any compensation for Additional Services
S:ATT/USERS/OFFICE FORMS/City Approved Contracts ]/20/07 (REV)
CiTY OF PALO ALTO CONTRACT NO. C071!7374
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 E~nibits
"A" and "A-I"."
SECTION 3. The following exhibit(s) to the Contract are
hereby set .forth as attachment(s) to this Amendment, which are
incorporated in full by this reference:
EXHIBIT "A-I": ADDITIONAL SCOPE OF SERVICES
EXHIBIT "C-I": COMPENSATION
2
S:ATT/USERS/OFFICE FO.~MS/Ci~y Approved Contracts 3/20/07 (REV)
CITY OF PALO ALTO CONTRACT NO. C07117374
SECTION 4. Except as herein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shal! remain in full force and eff~cu.
IN WITNESS WHEREOF, 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
THE KPA GROUP
Name:
Title : {/7/~
Taxpayer Identification No.
(Compliance 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).
S:ATT/USERS/OFFICE FORMS/City Approved Contracts 3/20/07 (REV)
Attachment "A-I"
COLLEGE TERRACE LIBRARY SEISMIC UPGP~ADE A!~ REHABILITATION
Contract C07117374
Amenchnent #I
Subject:College Terrace Library Seismic Upgrade and
Rehabilitation Historic Structures Report Additional
Services Fee Proposal
Project Description
The project is the seismic upgrade and rehabilitation of the
College Terrace Library building located at 2300 Wellesley Avenue.
In addition to the current project scope, the Consultant shall
produce a Historic Structures Report and related documents to
assist the City in reclassifying the historical building from
Category 4 of the City’s historic inventory to Category 1 or 2.
The Consultant shall also assist the City in collecting necessary
data for sale of Transferable Development Rights for College
Terrace Library.
SCOPE OF SERVICES
Contextual Building History:
i.Review existing research and conduct additiona! research
necessary to verify historic significance of the property and
develop context statement. Use primary and secondary sources.
Construction Chronology:
I.From the historica! information, fie!dwork will be undertaken
which will assist in determining the chronology of the
building’s evolution.
Condition Assessment / Architectural Integrity Evaluation:
Photographic documentation will be utilized to establish a
list of character defining features. Once fieldwork is
started additional evaluations will be completed to verify
the features. The list wil! be finalized and prioritized once
the site visit is completed.
City of Palo Alto - Contract C071!7374 Amendment One Page 1 of 3
Attachment ~A-I"
Develop a field checklist for the in-field condition survey.
This will be based on construction history and dete_~mination
of the character defining features so that additional field
conditions may be recognized.
o Use existing material and feature condition reports completed
by the Consultant to analyze the findings as they relate to
existing historic fabric, and incorporate this analysis into
the final HSR assessing the need for materials conservation.
Treatment Guidelines / Structure Condition Analysis:
Determine best preservation standard to use for building
(preservation, rehabilitation, restoration, reconstruction).
o Verify the potential use for the building (use will impact
building code issues).
o Work will be based on the Secretary of the Interior’s
Standards for the Treatment of Historic Properties.
Develop prioritized treatment recommendations for each major
historic element of building.
o Routine maintenance recommendations will be created including
identification of potential problem areas and appropriate
mitigation strategies.
Report Writing (Includes 3 sets of hard copies and one digital
copy).
Elaborate on various aspects of the report including
background, project objectives, methodologies, field
condition findings, recommendations, and research results.
o Update or write Department of Parks and Recreation 523 Series
forms (DPR A and B forms) for property.
°Develop APE (Area of Potential Effect) report including
methodology, project description and assessment of effects.
Assumes the APE includes only the area contained within the
College Terrace Library lot boundaries and that this report
is for CEQA purposes.
City of Pa!o Alto - Contract C07117374 Amendment One Page 2 of 3
Attachment "A-I"
Meetings:
Include one meeting with Historic Resources Board at 2 hours.
Include two meetings with City of Palo Alto Public Works
Engineering/Library personne! at 2 hours each meeting.
City of Pa!o Alto - Contract C07117374 Amendment One Page 3 of 3
EX-qIBIT "C- I"
COMPENSATION - AMENDMENT ONE
Task Description Not to Exceed Compensation
Garavaglia Architecture:
Basis .
Area of Potential Effects (APE) report
HSR report (includes meetings)
Historic significance reclassification
Expenses
Garavaglia total:
$I, 000
$12,500
$2,500
$5o0
$16,500
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
The KPA Group~
Garavaglia coordination (10%)
2 additional meetings at 2 hours each
Expenses
The KPA Group tota!:
$1,650
$600
$100
$2,350
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Total HSR Report Additional Services:$18,850
Sub-total Additional Services
Additional Services (Not to Exceed)
Maximum Total Compensation
$18,850
$I,ss5
$20,735.00
city of Palo Alto - Contract C07117374 Amendment One Page ! of 1