HomeMy WebLinkAboutStaff Report 228-06BUDGET
’06-’07 City of Palo Alto
C ty Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTN:FINANCE COMMITTEE
FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE:MAY 16, 2006 CMR:228:06
SUBJECT:2006-07 CONTRACT SCOPES OF CONSULTANT
AGREEMENTS GREATER THAN $85,000
SERVICES
RECOMMENDATION
Staff recommends that the Finance Committee review the contract scopes of service of 2006-07
consultant contracts greater than $85,000 and provide input for the Council consideration during the
2006-07 Budget process. (Attachment 1)
DISCUSSION
As part of the budget process, staff provides the Finance Committee with the list of budgeted
projects for which consultant service costs are estimated to be greater than $85,000.
Consultant service is defined by the City as any contractor hired to provide information, knowledge
or advice, which may be in the form of a report, plans and specifications, drawings or other media.
Only consultant services that apply to General Fund Capital Improvement Program projects are
included in this report.
The report excludes recurring, routine service-related agreements such as testing or maintenance
contracts, environmental assessments paid by developers and contract agreements for legal service.
Detailed descriptions of the proposed projects are attached as exhibits to this report to allow the
Finance Committee the oppommity 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.
PREPARED BY:
..’ JAVELOSA-RIO
Senior Financial Analyst
CMR:228:06 Page 1 of 2
APPROVED BY:
CARL
Direct, Administrative Services
CITY MANAGER APPROVAL:
HARRISON
Assistant City Manager
ATTACHMENTS
Attacl’mnent 1 : 2006-07 Summary of Consultant Agreements Greater than $85,000
Exhibit A- Public Safety Building
Exhibit B - Library Service Model Analysis
Exhibit C - College Terrace Library Improvements
Exhibit D - Art Center Electrical & Mechanical Upgrades
Exhibit E - Intermodal Transit Center
CMR:228:06 Page 2 of 2
Exhibit A
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Public Safety Building (PE-98020)
Introduction/Background:
The purpose of this proj ect is to address the operation, technology and code/compliance
issues at the current Police Department facility. Three space needs assessments were
conducted from 1995-1998 and each concluded that expansion is necessary. At Council
direction staff had looked at numerous scenarios including expanding the existing site
and building a new facility on various sites in Palo Alto.
In November 2005 Council directed the Mayor to create a Blue Ribbon Task Force to
evaluate the needs, review various analyses and current documents and develop
recommendations to address these space and compliance issues. Council had directed
staff to have a project configuration ready for public vote for a potential general
obligation bond. In order comply with Council’s request staff will need to prepare an
Environmental Impact Report (EIR), preliminary design and cost estimates. A likely
Public Safety building site is expected to be identified in Summer 2006.
Project Description:
The existing 25,000 square feet police facility does not meet current needs, and is not
compliant with seismic, accessibility, code and regulatory requirements. This project
would address the current space and program needs of the Police Department as well as
providing for needs for the next 20 to 30 years. This project will also resolve all
compliance issues with seismic, accessibility, code and regulatory requirements.
Consultant Scope of Services:
The consultant selected for this project will prepare a draft and final EIR and other
related reports such as a limited traffic and parking study, massing diagrams, shadow
study and a construction management plan for the proposed building and site(s).
The consultant will provide complete architectural design services and prepare
conceptual design documents to 30% design to include conceptual specifications, floor
plans, roofing, HVAC and electrical systems and prepare construction cost estimates.
Exhibit B
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Library Service Model Analysis (PE-07011)
Introduction/Background:
In response to Council direction, the Library Advisory Commission is working on a long
range plan for the Library which will be presented as recommendations to the Council in
June 2006. The January 2006 community survey and other f’mdings show that residents
of Palo Alto desire service enhancements (such as larger collections or longer operating
hours) as well as capital improvements (such as building renovations or expansions). The
Commission is currently evaluating this feedback from the community and using it to
shape their recommendations.
Project Description:
The purpose of this project will be to implement any capital improvements and or
expansions to Library facilities as Council directs based on the Library Service Model
Analysis recommendations. This capital project(s) will likely require concept plans,
preliminary design, environmental assessments and cost estimates to support any funding
measures brought forward to the punic.
Consultant Scope of Services:
The consultant selected for this project will prepare an environmental assessment and
other related reports such as a limited traffic and parking studies, space plans, massing
diagrams, and a construction management plan for the proposed building(s) and site(s).
The consultant will provide architectural design services and prepare conceptual design
documents including floor plans, HVAC and electrical systems and prepare construction
cost estimates.
Exhibit C
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
College Terrace Library Improvements (PE-05010)
Introduction/Background:
The College Terrace Library was built in 1935 and is need of numerous upgrades to bring it
to code and ensure the structural integrity of the building.
Project Description:
The propose of this project is to repair or replace those parts of the library and child care
center that are no longer sei~,iceable, to structurally reinforce the building to resist seismic
loading and to bring the building up to current accessibility codes.
The project is not intended to move walls or otherwise change the layout of either the library
or child care areas except as may be needed to accommodate structural changes due to
seismic or other infrastructure work. Desks, bookshelves, cabinets and other equipment not
considered part of the building’s infrastructure will not be included for replacement or
upgrade. Building items that are worn (such as carpet); damaged or nearing the end of their
useful life would be replaced. Items that are merely old but otherwise functioning would
remain. Items such as ceiling lighting which is old but still functioning properly may still be
replaced if the light produced is not sufficient for reading or other intended use.
Replacement of all such materials would be with a product that is in keeping with the
architectural style and historic design requirements of the library.
Consultant Scope of Services:
The consultant selected for this project will do an analysis of the condition of the library and
child care area. It is anticipated that the following items are due for repair or replacement:
paint interior and exterior of the building; caulk and reseal windows; replace the clay tile
roof; replace interior flooring; upgrade restrooms, pathways, doorways, light switches and
other features so that they are compliant with the Americans with Disabilities Act; replace
two heating and ventilation units; replace electric panels; miscellaneous dry rot and termite
repair; replace any damaged equipment such as sinks, light fixtures, plumbing fixtures, etc.;
replace any outdated electrical wiring and repair or replace damaged landscaping and
sprinkler systems.
-1-
Exhibit C
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
College Terrace Library Improvements (PE-05010)
In addition to the repair work listed above, a seismic analysis will be performed. Based on
the results of the analysis a design will be prepared that will reinforce the building so that it
is better able to withstand a significant seismic event. The design will be done in such a
manner as to have as little aesthetic impact as possible.
Cost estimates wil! be prepared for the above work. Included in the estimate will be the cost
(if needed) of moving, temporary book storage and trailer or alternate building rental for the
daycare center.
-2-
Exhibit D
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Art Center Electrical & Mechanical Upgrades (PF-07000)
Introduction/Background:
This project covers the Infrastructure Management Plan (IMP) work required at this
facility. It will be coordinated with work proposed and funded by the Art Center
Foundation.
Project Description:
This project will provide replacement of original mechanical and electrical equipment
and systems to meet current occupant need, provide code compliance, and to optimize
operation and energy efficiency. This project is proposed to be completed in
coordination with a building addition to be funded by the Art Center Foundation.
Consultant Scope of Services:
Consultant services shall include conceptual design, design development, construction
documents, and construction administration. Consultant shall analyze existing systems,
design renovations to meet current code and user need. Consultant services shall include
structural engineering, architectural design, mechanical and electrical engineering.
Exhibit E
Revie~v of Scope of Services
For Consultant Contracts Greater Than $85,000
Intermodal Transit Center (PL-05002)
Introduction/Background:
This project will implement the Palo Alto Intermodal Transit Center Project (PAITC)
conceptual plan. The conceptual plan consists of both transportation elements and
community amenities. The transportation elements include two new rail tracks at the
station, an at-grade intersection of Alma Street and University, redesign of University
Avenue between Alma and Palm Drive, and bicycle and pedestrian access improvements.
Community amenities include a new park/civic space and new urban design features.
During 2005/06, using grant funding from the Federal Transit Administration ~TA), the
City retained an environmental consultant firm to initiate the environmental process for
this project. The work tasks included completion of 5 technical studies required for the
state and federal environmental analysis (geotechnical, transit demand analysis, initial
site assessment, Section 106 historic resources documentation and preliminary Section 4F
evaluation) as well as preparation of an implementation plan, with costs and timeline for
the next phases of the project. The work on this first phase of the project will be
completed by March 2007.
Project Description:
This specific phase of the project will utilize two additional grants Palo Alto has secured
from the FTA for the further development of environmental analysis and conceptual
engineering for the project building upon work done in the first phase in FY 2005/06.
Staff anticipates entering into a cooperative funding agreement with the Santa Clara
Valley Transportation Authority (VTA) and selecting and entering into an agreement
with a consultant to accomplish the work in early 2007.
Consultant Scope of Services:
The scope of work for consultant services for the project in 2006/07 will largely depend
upon the recommendations and conclusions reached in the 2005/06 consukant study on
the implementation plan, costs, timeline and responsibilities of the City and other partner
agencies for the next phase of work. At this time it is anticipated that the scope of work
will include some or all of the following tasks:
-1-
Exhibit E
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Intermodal Transit Center (PL-05002)
¯Completion of the further conceptual engineering to the 15% design stage necessary
to complete the full NEPA Environmental Assessment and CEQA Programmatic
Environmental Impact Report (Programmatic EIR/EIS)
¯Completion of any further technical studies required for the CEQA/NEPA evaluation.
¯Preparation of Draft and Final CEQA Programmatic Environmental Impact Report
and NEPA Environmental Assessment
¯Participation in Environmental Scoping public meetings
¯Participation in public hearings by the Planning and Transportation Commission and
City Council
¯Preparation of necessary documents for certification and approval of the Final
Programmatic EIS/EIR by the City Council as Lead Agency including
Mitigation/Monitoring Pro~am
¯Preparation of Request for FTA Record of Decision (ROD) for the PAITC project.
-2-