HomeMy WebLinkAboutStaff Report 238-08City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTN:FINANCE COMMITTEE
FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE:MAY 15, 2008 CMR: 238:08
SUB~CT:APPROVAL OF 2008-09 CONTRACT SCOPES FOR SERVICE
AGREEMENTS GREATER THAN $85,000
RECOMMENDATION
Staff recommends that the Finance Committee review and approve the contract scopes of
service of 2008-09 consultant services agreements greater than $85,000 as part of the 2008-
09 Budget process. (Attachment 1)
DISCUSSION
The Purchasing Manual provides that as part of the budget process, the Finance Committee
shall review and approve the scope of services for Capital hnprovement Program (CIP)
consultants over $85,000. This requirement applies to feasibility studies and design or
engineering services for a General Fund capital improvement program project.
The report excludes recurring, routine service-related agreements such as testing or
maintenance contracts, environmental assessments paid by developers, construction
contracts, contract agreements for legal service, and Enterprise Fund and Internal Service
Fund capital projects.
Detailed descriptions of the proposed projects are attached as exhibits to this report to allow
the Finance Committee the opportunity to review and raise questions before commencement
of any work on the proposed project. Once Council approves the scope of work of a project,
staff will not materially change the scope unless it returns to Council for approval.
CMR: 238:08 iCia~e 1 of 2
RESOURCE IMPACT SECTION
Approval of this recommendation will have no fiscal impact to the City since funding for the
consultant contracts of these projects is included in the 2008-09 budget. As mentioned in
Attachment 1 some of the contracts are contingent upon passage of a library bond measure.
POLICY IMPLICATIONS
This recommendation does not represent any change to City policies.
ENVIRONMENTAL REVIEW
The actions recommended in this report do not constitute a project under the California
Environmental Quality Act (CEQA). Each project will continue to undergo the appropriate
environmental review as required for design and construction of facilities.
ATTACHMENTS
Attachment 1 - 2008-09 Summary of Consultant Agreements Greater than $85,000
Exhibit A - Animal Services Center (PE-04014)
Exhibit B - College Terrace Library and child Care Center Improvements
(PE-050!0)
Exhibit C - Mitchell Park Library and Community Center (PE-04012); Main
Library (PE-05002); Downtown Library (PE-09001)- Bond
Measure
Exhibit D - Main Library hnprovements (PF-07010)
Exhibit E - Los Alto Treatment Plant Master Plan Study (PE-09004)
PREPARED BY:
APPROVED BY:
CITY MANAGER APPROVAL:
Director, Administ s
;TEVE EM / KELLY MORARIU
Deputy City Managers
CMR: 238:08 Page 2 of 2
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Exhibit A
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Animal Service Center (PE-04014)
Introduction/Background:
This contract will provide for the design of a new Animal Services Center (ASC) should the existing
center need to be relocated to the former Los Altos Treatment Plant (LATP) on San Antonio Road in
order to make way for an automobile dealership.
A separate CIP project, the Los Altos Master Plan Study (PE-09004), would evaluate the appropriateness
of the LATP (and other sites) as a location for a new ASC.
Project Description:
The contract would provide for the design of a new ASC at the former Los Altos Treatment plant site on
San Antonio Road, or at some other location identified in a separate LATP master plan study. The current
ASC facility contains a spay and neuter clinic, dog kennels, cat rooms, administrative spaces and a retail
area. In addition to the current uses, the new project will include a room for small animals and reptiles, a
protective custody kennel and an alarm system.
Project Justification:
The existing Animal Services Center (ASC) site was recently identified as a potential location for an
automobile dealership and the LATP as a potential location for the new, relocated ASC. A separate
proposed LATP Master Plan study would examine in more detail whether the ASC and other functions
(e.g., a relocated recycling center, household hazardous waste drop-off, etc.) would be appropriate at the
LATP site or at other nearby sites.
The existing ASC was built in 1972. It was remodeled in 1986 and in !990 in an effort to make the space
more efficient. Many of the building systems such the heating and air conditioning are antiquated and
will be replaced in FY 2007-08 along with a roof replacement and some accessibility upgrades. The
building is functionally obsolete and is in need of extensive termite and dry rot repairs as well as seismic
upgrades. The current site lacks a protective custody kennel to house dogs that are being held in isolation
pending resolution of court cases. The existing building also does not have appropriate spaces for small
animals such as rabbits and reptiles.
Consultant Scope of Services:
The consultant will provide design services for a new ASC including plans, specifications and
construction cost estimates.
Cleanup of any contamination at the former LATP site will also be provided under separate contract
administered by the Public Works Operations Division.
PURCHASING GUIDE -APPENDIX A PAGE 1 OF 1
Exhibit B
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
College Terrace Library and Child Care Center Improvements (PE-05010)
Project Description:
This project provides for seismic retrofit, electrical and mechanical building systems upgrades, painting,
flooring, re-roofing, ADA compliance, fire safety, space reconfiguration, dry rot repair, termite repair
and/or fumigation, hazardous materials removal, and site drainage improvements at the College Terrace
Library and Child Care Center.
Project Justification:
The College Terrace Library was built in 1935 and is in need’of numerous upgrades. The building is
classified in the City of Palo Alto’s Historic Inventory as Category 4. This project will ensure that the
historic integrity of the library and child care center is maintained as well as address structural and ADA
deficiencies
Consultant Scope of Services:
Construction management services will be needed during the final design and construction phases for the
College Terrace Library and Childcare Center seismic upgrade and renovation project. Staffing levels are
not sufficient for a project of this size. The construction management firm would supplement existing
staff in overseeing construction.
PURCHASING GUIDE -APPENDIX A PAGE 1 OF 1
Exhibit C
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Mitchell Park Library and Community Center (PE-04012), Main Library (PE-05002) and
Downtown Library (PE-09001)
Introduction/Background:
In response to City Council direction, City staff has completed 35 percent design and cost estimates for
the improvements to the Downtown and Main Libraries and the Mitchell Park Library and Community
Center project. Staff is completing the environmental documentation and other necessary elements to
allow the Council to consider placing a bond measure on the ballot in November.
Project Description:
This project will construct a new Mitchell Park Library and Community Center. This project will also
expand and renovate the Main Library and renovate the Downtown Library.
Consultant Scope of Services:
Construction management services will be needed during the final design and construction phases for the
Mitchell Park Library, Mitchell Park Community Center, Main Library and Downtown Library.
Staffing levels are not sufficient for a project of this size. The construction management firm would
supplement existing staff in reviewing design and overseeing construction. This work may be awarded to
separate consultants, depending on project scope and schedule.
This service is contingent upon the passage of a bond measure anticipated in November 2008.
PURCHASING GUIDE - APPENDIX A PAGE 1 OF 1
Exhibit D
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Main Library Improvements (PF-07010)
Project Description:
This project provides for the replacement of mechanical and electrical systems, exterior painting, and
interior finish upgrades at the Main Library. Building mechanical and electrical systems have reached the
end of their useful lives and require upgrade or replacement. Interior and exterior finishes are due for
replacement.
Timing and scope of this o this project will be coordinated with Council’s decision on the bond measure.
If the Council includes Main Library as part of the bond measure, the work in this project will be
consolidated with the other project.
Project Justification:
The elements included in this project are due for replacement or upgrade based on their age and/or
condition. These improvements provide for ongoing rehabilitation of the building structures and systems
Consultant Scope of Services:
Consultant shall provide all necessary design services which may include architectural, mechanical,
electrical, and structural engineering. Consultant shall provide conceptual design, final design,
construction documents and construction administration services.
PURCHASING GUIDE - APPENDIX A PAGE 1 OF 1
Exhibit E
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Los Altos Treatment Plant Master Plan Study (PE-09004)
Project Description:
This project would begin the process in determining which City services should be located at the LATP or
to other available, non-parkland areas of the City. The potential uses of LATP include a recycling center,
household hazardous waste drop-off, a new animal services center, material storage area for the Utilities
Department, drying bins for wet materials removed from storm and sanitary sewers, and a transfer station
to store debris (until such time that it can be hauled to the Sunnyvale Smart Station for disposal)l. In
addition a resource recovery facility will also be included in the study. The resource recovery facility
would be an area where salvaged materials from construction demolition (such as sinks, doors, fixtures,
etc.) could be sold or provided to customers at no-cost.
Project Justification:
With the upcoming closure of the landfill at Bixby Park, services and uses that had been located at that
site (recycling center, drying bins, etc.) would need to be relocated. The LATP and a non-parkland area
to the west of the sewage treatment plant are areas that have been identified as potential new sites for
these uses. The master plan study would determine whether the various uses would fit at the site,
determine zoning or other restrictions might be and provide conceptual drawings of site layouts and cost
estimates. A new reuse facility will also be considered as part of the master plan study. The reuse facility
could offer items salvaged from construction projects, such as doors, fixtures and furnishings for sale.
The use of a reuse facility supports one of the concepts contained in the City’s Zero Waste Ordinance
which is to reduce the amount of material going into landfills.
Consultant Scope of Services:
The master plan study will include LATP and other sites for their suitability for uses such as a new animal
services center, resource recovery facility, relocated recycling center, and transfer facility. The study will
also develop a report showing general site layout and prepare cost estimates.
PURCHASING GUIDE -APPENDIX A PAGE 1 OF 1