HomeMy WebLinkAboutStaff Report 1343City of Palo Alto (ID # 1343)
Finance Committee Informational Report
Report Type:Meeting Date: 6/7/2011
June 07, 2011 Page 1 of 1
(ID # 1343)
Title: Library Bond Oversight Quarterly Report Q1&2-2011
Subject: Library Bond Oversight Committee Quarterly Report for January 2011
and April 2011
From:City Manager
Lead Department: Public Works
Please see attached Library Bond Oversight Committee First and Second Quarter
Reports 2011.
Attachments:
·A -Library Bond Oversight Committee First and Second Quarter Reports 2011(DOC)
·B -Committee Financial Report, January 25, 2011 (PDF)
·C -Committee Financial Report, April 26, 2011 (PDF)
Prepared By:Debra Jacobs, Project Engineer
Department Head:J. Michael Sartor, Interim Director
City Manager Approval: James Keene, City Manager
TO:Finance Committee
FROM:Library Bond Oversight Committee
DATE:April 30, 2011
SUBJECT:Library Bond Oversight Committee First and Second Quarter Reports 2011
Executive Summary
The Library Bond Oversight Committee submitted its first quarter report to city staff in
January 2011. Unfortunately, the report was not distributed to the City Council. Since it
is now time for our second quarter report, both reports are herein included.
Background
On March 16, 2009, Council established a citizen oversight committee for expenditure of
the Measure N bond funds (CMR:176:09). The Library Bond Oversight Committee
(LBOC) meets quarterly with Public Works, Library, Community Services, and
Administrative Services staff to review the fund expenditures for the project. Attached
for your review are the quarterly reports for January 2011 and April 2011 from the
Library Bond Oversight Committee.
Discussion
First Quarter Report –January 2011
Background
The Library Bond Oversight Committee has met quarterly for the past year during which
time we have reviewed actual and planned expenditures for the multiple library projects
approved by Measure N. The committee has also worked with Administrative Services
staff to improve financial reporting to the committee. Representatives from the City
Auditor's Office and the project management firm attend our meetings, as appropriate.
REPORT
The budgets for the different library projects have increased, but remain well within the
amounts originally approved in the bond measure. These changes are due to the
addition of work not initially included in the scope of work. Although the Committee
was not asked for its opinion on the specific changes to the scope of work, the
Committee has raised concerns that appropriate policies are not in place to allow the
inclusion of these new items in bond-funded project budgets.
The Committee has advised staff that City Council policy approval should be obtained
for using bond funds for the following:
• parking and lighting improvements for Main Library
• new roof for the Main Library
Notwithstanding the foregoing, the Committee’s consensus is that these additional
items are necessary and appropriate.
Second Quarter Report—April 2011
The Library Bond Oversight Committee met in January and April 2011. Members of the
City staff and project management firm regularly attend our meetings.
The Committee finds that the City’s financial reporting for all library-related projects is
accurate and appropriate. The Committee forwards the April 26, 2011 financial report to
the City Council, with Committee approval.
Submitted:
Dena Mossar
Library Oversight Committee Chair
2008 Measure
N Ballot
Measure Cost
Estimates
Changes in
Measure N Cost
Estimates
2010
Engineer's
(Official)
Budget
Estimate
Unofficial
Projected
Budget (As of
Dec. 31, 2010)
Diff. Between
2010 Engineer's
Est. vs.
Unofficial
Projected Budget
Unofficial % of
Estimated
Budgetary
Savings /
(Overage)
Downtown Library 4,000,000$ 1,212,000$ 5,212,000$ 4,483,587$ 728,413$ 14.0%
Mitchell Park & Community Center Library 50,000,000 (1,202,000) 48,798,000 41,309,053 7,488,947 15.3%
Temporary Library at Cubberley - 600,000 600,000 527,779 72,221 12.0%
Main Library 18,000,000 (210,000) 17,790,000 17,790,000 - 0.0%
Temp. Library at Art Center Auditorium (Placeholder) - 1,000,000 1,000,000 1,000,000 - 0.0%
Total Prior to Bond Financing Costs 72,000,000 1,400,000 73,400,000 65,110,419 8,289,581 11.3%
Bond Financing Costs (a)4,000,000 (1,400,000) 2,600,000 1,250,000 1,350,000 51.9%
Grand Total 76,000,000$ -$ 76,000,000$ 66,360,419$ 9,639,581$ 12.7%
a) Elimination of capitalized interest resulted in savings (or budget reduction) of $1.4 million for the 2010 bond issuance and if the same can be achieved for the
second bond issuance additional savings will be realized
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Budget
Original Budget (per Measure N Ballot Measure)72,000,000$ -$ -$ 72,000,000$
Temporary Mitchell Park Library (Council Approved - CMR: 463:09)600,000 600,000
Temporary Main Library Facility - Art Center Auditorium (Placeholder)1,000,000 1,000,000
Net Other Budget Changes (200,000) (200,000)
Expenditures -
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 8,188,654 29,191,857 (37,380,511)
Construction Costs - - -
Contract Contingency 196,660 674,013 (870,673)
Other Contract Services 211,675 - (211,675)
City (Inter-department) Service Charge 339,323 - (339,323)
Miscellaneous Cost 6,295 3,066,818 (3,073,113)
Total Library Projects Expenditures 73,400,000 8,942,605 32,932,688 31,524,706
Estimate of Pending Commitments/Costs (As of December 31, 2010)- - 23,235,125 (23,235,125)
Total Bond Funds Less Bond Financing Costs 73,400,000 8,942,605 56,167,814 8,289,581
Bond Financing Costs (a) (b)2,600,000 568,000 682,000 1,350,000
Grand Total 76,000,000$ 9,510,605$ 56,849,814$ 9,639,581$
2010 GO Bond True Interest Cost (TIC)4.21%
a) Elimination of capitalized interest resulted in savings (or budget reduction) of $1.4 million for the 2010 bond issuance and if the same can be achieved for the
second bond issuance additional savings will be realized
b) Second (unofficial) bond issuance cost estimate is $682,000 (assumes capitalized interest savings will be achieved)
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of December 31, 2010
Description of Activity
Budget History and Projection
Library Projects Budget to Actual Activities Summary
1
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of December 31, 2010
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Original Budget (per Measure N Ballot Measure) 4,000,000$ -$ -$ 4,000,000$
Budget Change 1,212,000 1,212,000
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 1,148,048 2,464,528 (3,612,576)
Construction Costs - - - -
Contract Contingency - 26,370 455,568 (481,938)
Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge - 44,851 - (44,851)
Miscellaneous Cost - 3,158 - (3,158)
Total Library Projects Expenditures 5,212,000 1,250,353 2,920,096 1,041,552
Estimate of Pending Commitments/Costs (As of December 31, 2010)- - 313,139 (313,139)
Total Bond Funds Less Bond Financing Costs 5,212,000$ 1,250,353$ 3,233,234$ 728,413$
Reasons for Budget Increase of:1,212,000$
1) Seismic upgrade 30,000$ July 2010
2) Roof replacement 125,000 June 2011
3) LEED - Green building upgrades 100,000
4) Construction Management Services increase 400,000
5) Portion of built-in Furniture, Fixtures, & Equipment (FF&E) /
Technology deemed to be bondable costs (c) 187,000
6) Moving costs deemed to be bondable costs 50,000
7) Contingency adjustment 320,000
Net Budget Change 1,212,000$
c) Permanent and built-in casework and equipment portions that are now deem to be bondable costs
(part of $4.3 million in FF&E that in the 2008 estimate were identified as non-bondable costs)
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Original Budget (per Measure N Ballot Measure) 50,000,000$ -$ -$ 50,000,000$
Budget Change (1,202,000) (1,202,000)
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 6,300,116 25,338,540 (31,638,656)
Contract Contingency - 142,835 43,216 (186,051)
Other Contract Services - 183,750 - (183,750)
City (Inter-department) Service Charge - 283,225 - (283,225)
Miscellaneous Cost - 3,012 3,066,818 (3,069,830)
Total Library Projects Expenditures 48,798,000 6,912,937 28,448,574 13,436,489
Estimate of Pending Commitments/Costs (As of December 31, 2010)5,947,542 (5,947,542)
Total Bond Funds Less Bond Financing Costs 48,798,000$ 6,912,937$ 34,396,116$ 7,488,947$
Reasons for Budget Decrease of:(1,202,000)$
1) LEED - Green building (Council approved) upgrades 1,200,000$ Sept. 2010
2) Portion of built-in Furniture, Fixtures, & Equipment (FF&E) /July 2012
Technology deemed to be bondable costs (c)1,750,000
3) Moving costs deemed to be bondable costs 100,000
4) Contingency adjustment (4,252,000)
Net Budget Change (1,202,000)$
c) Permanent and built-in casework and equipment portions that are now deem to be bondable costs
(part of $4.3 million in FF&E that in the 2008 estimate were identified as non-bondable costs)
Description of Activity
Description of Activity
Downtown Library Budget to Actual Activities Summary (PE-09005)
Scheduled Completion:
Construction Began:
Construction Began:
Scheduled Completion:
Mitchell Park Library and Community Center Budget to Actual Activities Summary (PE-09006)
2
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of December 31, 2010
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Original Budget (per Measure N Ballot Measure) 18,000,000$ -$ -$ 18,000,000
Budget Change (210,000) (210,000)
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 295,104 1,354,036 (1,649,140)
Contract Contingency - - 157,414 (157,414)
Other Contract Services - - - -
City (Inter-department) Service Charge - - - -
Miscellaneous Cost - - - -
Total Library Projects Expenditures 17,790,000 295,104 1,511,450 15,983,446
Estimate of Pending Commitments/Costs (As of December 31, 2010)15,983,446 (15,983,446)
Total Bond Funds Less Bond Financing Costs 17,790,000$ 295,104$ 17,494,896$ -$
Reasons for Budget Decrease of:(210,000)$ May 2012
1) Contingency adjustment (210,000)$ August 2012
Net Budget Change (210,000)$ August 2013
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Temporary Mitchell Park Library (Council Approved - CMR: 463:09) 600,000$ -$ -$ 600,000$
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 445,386 34,753 (480,139)
Contract Contingency - 27,455 17,815 (45,270)
City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost - 125 - (125)
Total Library Projects Expenditures 600,000 484,212 52,568 63,220
Estimate of Pending Commitments/Costs (As of December 31, 2010)(9,001) 9,001
Total Bond Funds Less Bond Financing Costs 600,000$ 484,212$ 43,567$ 72,221$
Description of Activity
Description of Activity
Main Library Budget to Actual Activities Summary (PE-11000)
Scheduled Completion:
Construction Begins:
Award Contract:
Temporary Library at Cubberley Budget to Actual Activities Summary (PE-09010)
3
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of December 31, 2010
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Temporary Main Library Facility - Art Center Auditorium (Placeholder) 1,000,000$ -$ -$ 1,000,000$
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs - - -
Contract Contingency - - - -
Other Contract Services -
City (Inter-department) Service Charge - - - -
Miscellaneous Cost - - - -
Total Library Projects Expenditures 1,000,000 - - 1,000,000
Estimate of Pending Commitments/Costs (As of December 31, 2010)1,000,000 (1,000,000)
Total Bond Funds Less Bond Financing Costs 1,000,000$ -$ 1,000,000$ -$
Description of Activity
Temporary Library at Art Center Auditorium Budget to Actual Activities Summary (Project # TBD)
4
Payment or
Posting Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 4,000,000
Budget Change 1,212,000
Sub-total - 2010 Engineer's Budget Estimate 5,212,000 - - 5,212,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 418,563
08/24/10 Group 4 Architecture Research & Planning Architectural 362
09/21/10 Group 4 Architecture Research & Planning Architectural 135
08/03/10 Group 4 Architecture Research & Planning Architectural 16,233
08/03/10 Group 4 Architecture Research & Planning Architectural 56,000
08/10/10 Protech Consulting and Engineering Hazardous Material Testing 5,210
08/10/10 Turner Construction Company Construction Management Services 68,577 Oct. 21, 2010 Report
09/21/10 Group 4 Architecture Research & Planning Architectural 15
09/21/10 Group 4 Architecture Research & Planning Architectural 18,080
09/21/10 Group 4 Architecture Research & Planning Architectural 2,970
09/21/10 W.L. Butler Construction, Inc.Construction 93,177
10/05/10 Protech Consulting and Engineering Hazardous Material Testing 990
10/19/10 Group 4 Architecture Research & Planning Architectural 10,544
11/02/10 W. L. Butler Construction, Inc.Construction 69,984
11/02/10 Turner Construction Company Construction Management Services 27,984
11/02/10 Group 4 Architecture Research & Planning Architectural 11,864
12/07/10 Turner Construction Company Construction Management Services 55,174
12/07/10 Group 4 Architecture Research & Planning Architectural 11,688
12/07/10 W. L. Butler Construction, Inc.Construction 92,055
12/14/10 Group 4 Architecture Research & Planning Architectural 519
12/14/10 W. L. Butler Construction, Inc.Construction 159,940
01/04/11 Turner Construction Company Construction Management Services 27,984
Pivot Interiors Design - Modular Furniture 2,250
Moovers, Inc.Moving Services 10,813
W.L. Butler Construction, Inc.Construction 2,084,845
Group 4 Architecture Research Architectural 153,794
Turner Construction Company Construction Management Services 212,476
West Coast Code Consultants, Inc.Plan Check 350
Sub-total - Engineering and Architectural Costs - 1,148,048 2,464,528 (3,612,576)
Contract Contingency
Summary of Expenditures as of July 21, 2010 19,140
10/19/10 Group 4 Architecture Research & Planning Architectural 660
10/19/10 Group 4 Architecture Research & Planning Architectural 4,070 Oct. 21, 2010 Report
08/27/10 Asbestos Management Group Hazardous Material Testing 2,500
Group 4 Architecture Research & Planning Architectural 32,130
Turner Construction Company Construction Management Services 42,632
Pivot Interiors Design - Modular Furniture 338
Asbestos Management Group of CA, Inc. Hazardous Material Testing 1,355
Moovers, Inc.Moving Services 4,113
W.L. Butler Construction, Inc.Construction 375,000
Sub-total - Contract Contingency - 26,370 455,568 (481,938)
Other Contract Services
Summary of Expenditures as of July 21, 2010 2,225
08/27/10 Asbestos Management Group Hazardous Material Testing 25,700 Oct. 21, 2010 Report
Sub-total - Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 43,990
10/31/10 City of Palo Alto - Planning Plan Checking 861
Sub-total - City (Inter-department) Service Charge - 44,851 - (44,851)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,158
Sub-total - Miscellaneous Cost - 3,158 - (3,158)
Grant Total 5,212,000 1,250,353 2,920,096 1,041,552
Downtown Library Activity Details (PE-09005)
As of December 31, 2010
5
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 50,000,000$
Budget Change (1,202,000)
Sub-total - 2010 Engineer's Budget Estimate 48,798,000 - - 48,798,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 3,101,748
08/03/10 Group 4 Architecture Research & Planning Architectural 37,609
08/10/10 Group 4 Architecture Research & Planning Architectural 18,595
10/05/10 Group 4 Architecture Research & Planning Architectural 7,522
10/05/10 Group 4 Architecture Research & Planning Architectural 13,942
10/05/10 Group 4 Architecture Research & Planning Architectural 2,971
07/27/10 Moovers, Inc.Moving Services 435
09/21/10 Turner Construction Company Construction Management Services 163,918
10/19/10 Group 4 Architecture Research & Planning Architectural 47,110
10/19/10 State Water Resources Control Board Submitting Permit Registration Documents 375 Oct. 21, 2010 Report
10/19/10 Group 4 Architecture Research & Planning Architectural 18,517
08/03/10 Peninsula Digital Imaging Reproduction Services 3,066
08/03/10 Peninsula Digital Imaging Reproduction Services 2,401
08/03/10 Peninsula Digital Imaging Reproduction Services 5,105
08/03/10 Peninsula Digital Imaging Reproduction Services 2,119
11/02/10 Bank of Sacramento - Flintco Escrow Construction 86,542
11/02/10 Flintco, Inc.Construction 778,876
11/02/10 Group 4 Architecture Research & Planning Architectural 1,037
12/07/10 Turner Construction Company Construction Management Services 635
12/07/10 Turner Construction Company Construction Management Services 70,780
12/07/10 Turner Construction Company Construction Management Services 64,319
12/07/10 Protech Consulting and Engineering Hazardous Material Testing 8,385
12/07/10 Peninsula Digital Imaging Reproduction Services 7,672
12/14/10 West Coast Code Consultants, Inc.26,820
12/14/10 Group 4 Architecture Research & Planning Architectural 46,200
12/21/10 Group 4 Architecture Research & Planning Architectural 46,297
12/21/10 Flintco, Inc.Construction 732,895
12/21/10 Flintco, Inc. Escrow 2841-042 Construction 81,433
12/28/10 Flintco, Inc.Construction 757,231
12/28/10 Flintco, Inc. Escrow 2841-042 Construction 84,137
01/04/11 Group 4 Architecture Research & Planning Architectural 2,942
01/04/11 Group 4 Architecture Research & Planning Architectural 4,564
01/04/11 Turner Construction Company Construction Management Services 73,919
Palo Alto Weekly Advertising 600
Protect Consulting and Engineering Hazardous Material Testing 13,949
Movers, Inc.Moving Services 19,853
Group 4 Architecture Research Architectural 1,203,188
Turner Construction Company Construction Management Services 2,257,063
Flintco, Inc.Construction 21,843,888
Sub-total - Engineering Costs - 6,300,116 25,338,540 (31,638,656)
Contract Contingency
Summary of Expenditures as of July 21, 2010 104,373
08/03/10 Group 4 Architecture Research & Planning Architectural 1,771
10/05/10 Group 4 Architecture Research & Planning Architectural 25,951
10/19/10 Group 4 Architecture Research & Planning Architectural 10,740
Moovers, Inc.Moving Services 116
Flintco, Inc.Construction 41,725
Protect Consulting and Engineering 1,375
Sub-total - Contract Contingency - 142,835 43,216 (186,051)
Other Contract Services
Summary of Expenditures as of July 21, 2010 93,750
08/26/10 Bruce Beasley Bruce Beasley sculpture 90,000 Oct. 21, 2010 Report
Sub-total - Other Contract Services - 183,750 - (183,750)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 176,008
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Library - Bldg A 70,153
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Teen Center - Bldg B 10,768
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Multipurpose Center - Bldg C 21,184 Oct. 21, 2010 Report
09/30/10 City of Palo Alto - Planning Demolition Permit MPL - 3700 Middlefield 525
09/30/10 City of Palo Alto - Planning Demolition Permit MPCC - 3800 Middlefield 525
09/28/10 City of Palo Alto - Planning Permit (Grading and Fill)1,830
10/31/10 City of Palo Alto - Planning Revision permit for Mitchell Park Library & CC 141
11/16/10 City of Palo Alto - Planning Architectural Review Board Fees 2,090
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of December 31, 2010
6
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of December 31, 2010
Sub-total - City (Inter-department) Service Charge - 283,225 - (283,225)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,315
06/30/10 Office Max (US Bank-Calcard) - Reversed Reverse office supplies charged to project (246)
06/30/10 Debra Jacobs Reverse prior travel and meeting expense (6) Oct. 21, 2010 Report
06/30/10 Karen Bengard Reverse prior travel and meeting expense (20)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (11)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (20)
Group 4 Architecture Research Architectural 291,006
West Coast Code Consultants, Inc.Plan Check 3,160
Turner Construction Company Construction Management Services 270,729
Movers, Inc.Moving Services 6,533
Flintco, Inc.Construction 2,394,775
Protect Consulting and Engineering Hazardous Material Testing 10,616
Bruce Beasley Sculpture 90,000
Sub-total - Miscellaneous Cost - 3,012 3,066,818 (3,069,830)
Grant Total 48,798,000 6,912,937 28,448,574 13,436,489
7
Payment
Date Purchasing Document Payee
2010 Engineer's
(Budget) Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 18,000,000$
Budget Change (210,000)
Sub-total - 2010 Engineer's Budget Estimate 17,790,000 - - 17,790,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
10/05/10 Group 4 Architecture Research and Planning Architectural 700
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
11/02/10 Group 4 Architecture Research and Planning Architectural 5,785
11/02/10 Group 4 Architecture Research and Planning Architectural 122,100
12/07/10 Group 4 Architecture Research and Planning Architectural 2,390
01/04/11 Group 4 Architecture Research and Planning Architectural 15,000
01/04/11 Group 4 Architecture Research and Planning Architectural 583
01/04/11 Group 4 Architecture Research and Planning Architectural 859
01/04/11 Turner Construction Company Construction Management Services 1,195
Group 4 Architecture Research Architectural 1,250,121
Turner Construction Company Construction Management Services 103,915
Sub-total - Engineering and Architectural Costs - 295,104 1,354,036 (1,649,140)
Contract Contingency
Group 4 Architecture Research Architectural 146,664
Turner Construction Company Construction Management Services 10,750
Sub-total - Contract Contingency - - 157,414 (157,414)
Other Contract Services
Sub-total - Other Contract Services - - - -
City (Inter-department) Service Charge
Sub-total - City (Inter-department) Service Charge - - - -
Miscellaneous Cost
Sub-total - Miscellaneous Cost - - - -
Grant Total 17,790,000 295,104 1,511,450 15,983,446
Main Library Activity Details (PE-11000)
As of December 31, 2010
8
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Mitchell Park Library (Council Approved - CMR: 463:09) 600,000
Sub-total - 2010 Engineer's Budget Estimate 600,000 - - 600,000$
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 439,283$
10/05/10 Group 4 Architecture Research & Planning Architectural 5,774 Oct. 21, 2010 Report
08/24/10 Group 4 Architecture Research & Planning Architectural 329
Group 4 Architecture Research & Planning Architectural 12,362
Ross McDonald Company, Inc.Library Shelving 3,200
Johnstone Moyer, Inc.Temp. Library Improvements 19,191
Sub-total - Engineering and Architectural Costs - 445,386 34,753 (480,139)
Contract Contingency
Summary of Expenditures as of July 21, 2010 2,541
08/24/10 Johnstone Moyer, Inc.Temp. Library Improvements 24,604 Oct. 21, 2010 Report
08/27/10 West Corporation Temp. Lib. - Security Access Card & Alarm 310
Johnstone Moyer, Inc.Temp. Library Improvements 9,516
Group 4 Architecture Research & Planning Architectural 4,759
Ross McDonald Company, Inc.Library Shelving 3,540
Sub-total - Contract Contingency - 27,455 17,815 (45,270)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 11,247
Sub-total - City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 125
Sub-total - Miscellaneous Cost - 125 - (125)
Grant Total 600,000 484,212 52,568 63,220
Temporary Library at Cubberley (for Mitchell Facility) - Activity Details (PE-09010)
As of December 31, 2010
9
G/L
Acct.
Code
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Main Library Facility - Art Center Auditorium (Placeholder) 1,000,000
Sub-total - 2010 Engineer's Budget Estimate 1,000,000 - - 1,000,000$
31040 Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
31030 Summary of Expenditures as of July 21, 2010 -$
31200
31040
31041
31041
31040
31040
Sub-total - Engineering and Architectural Costs - - - -
31110 Contract Contingency
Summary of Expenditures as of July 21, 2010 -
31041 31041
Sub-total - Contract Contingency - - - -
39170 City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 -
Sub-total - City (Inter-department) Service Charge - - - -
31010 Miscellaneous Cost
31010 Summary of Expenditures as of July 21, 2010 -
31220 31220
32990 32010
33030 32660
32990
33030
39300
Sub-total - Miscellaneous Cost - - - -
Grant Total 1,000,000 - - 1,000,000
Temporary Library for Main (Art Center Auditorium) - Activity Details (Project # TBD)
As of December 31, 2010
10
2008 Measure
N Ballot
Measure Cost
Estimates
Changes in
Measure N Cost
Estimates
2011
Engineer's
(Official)
Budget
Estimate
Unofficial
Projected
Budget (As of
Dec. 31, 2010)
Diff. Between
2010 Engineer's
Est. vs.
Unofficial
Projected Budget
Unofficial % of
Estimated
Budgetary
Savings /
(Overage)
Downtown Library (PE-09005) 4,000,000$ 1,212,000$ 5,212,000$ 4,477,442$ 734,558$ 14.1%
Mitchell Park & Community Center Library 50,000,000 (957,000) 49,043,000 41,254,012 7,788,988 15.9%
Temporary Library at Cubberley - 645,000 645,000 570,874 74,126 11.5%
Main Library 18,000,000 - 18,000,000 18,000,000 - 0.0%
Temp. Library at Art Center Auditorium (Placeholder) - 500,000 500,000 500,000 - 0.0%
Total Prior to Bond Financing Costs 72,000,000 1,400,000 73,400,000 64,802,328 8,597,672 11.7%
Bond Financing Costs (a)4,000,000 (1,400,000) 2,600,000 1,250,000 1,350,000 51.9%
Grand Total 76,000,000$ -$ 76,000,000$ 66,052,328$ 9,947,672$ 13.1%
a) Elimination of capitalized interest resulted in savings (or budget reduction) of $1.4 million for the 2010 bond issuance and if the same can be achieved for the
second bond issuance additional savings will be realized
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Budget
Original Budget (per Measure N Ballot Measure)72,000,000$ -$ -$ 72,000,000$
Temporary Mitchell Park Library (Council Approved - CMR: 463:09)600,000 600,000
Temporary Main Library Facility - Art Center Auditorium 500,000 500,000
Net Other Budget Changes 255,000 255,000
Expenditures -
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 13,372,521 27,104,521 (40,477,042)
Construction Costs - - -
Contract Contingency 751,565 2,937,249 (3,688,814)
Other Contract Services 211,675 - (211,675)
City (Inter-department) Service Charge 344,316 - (344,316)
Miscellaneous Cost 6,513 90,000 (96,513)
Total Library Projects Expenditures 73,355,000 14,686,590 30,131,770 28,536,640
Estimate of Pending Commitments/Costs (As of March 31, 2011)- - 19,792,059 (19,792,059)
Total Bond Funds Less Bond Financing Costs 73,355,000 14,686,590 49,923,829 8,744,581
Bond Financing Costs (a) (b)2,600,000 568,000 682,000 1,350,000
Grand Total 75,955,000$ 15,254,590$ 50,605,829$ 10,094,581$
2010 GO Bond True Interest Cost (TIC)4.21%
a) Elimination of capitalized interest resulted in savings (or budget reduction) of $1.4 million for the 2010 bond issuance and if the same can be achieved for the
second bond issuance additional savings will be realized
b) Second (unofficial) bond issuance cost estimate is $682,000 (assumes capitalized interest savings will be achieved)
Budget History and Projection
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of April 22, 2011
Description of Activity
Library Projects Budget to Actual Activities Summary
1
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of April 22, 2011
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Original Budget (per Measure N Ballot Measure) 4,000,000$ -$ -$ 4,000,000$
Budget Change 1,212,000 1,212,000
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 2,039,964 1,584,300 (3,624,263)
Construction Costs - - - -
Contract Contingency - 42,149 438,527 (480,676)
Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge - 44,851 - (44,851)
Miscellaneous Cost - 3,158 - (3,158)
Total Library Projects Expenditures 5,212,000 2,158,047 2,022,827 1,031,126
Estimate of Pending Commitments/Costs (As of March 31, 2011)- - 302,713 (302,713)
Total Bond Funds Less Bond Financing Costs 5,212,000$ 2,158,047$ 2,325,540$ 728,413$
Reasons for Budget Increase of:1,212,000$
1) Seismic upgrade 30,000$ July 2010
2) Roof replacement 125,000 July 2011
3) LEED - Green building upgrades 100,000
4) Construction Management Services increase 400,000
5) Portion of built-in Furniture, Fixtures, & Equipment (FF&E) /
Technology deemed to be bondable costs (c) 187,000
6) Moving costs deemed to be bondable costs 50,000
7) Contingency adjustment 320,000
Net Budget Change 1,212,000$
c) Permanent and built-in casework and equipment portions that are now deem to be bondable costs
(part of $4.3 million in FF&E that in the 2008 estimate were identified as non-bondable costs)
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Original Budget (per Measure N Ballot Measure) 50,000,000$ -$ -$ 50,000,000$
Budget Change (957,000) (957,000)
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 10,273,945 21,674,054 (31,947,998)
Contract Contingency - 675,917 2,486,952 (3,162,868)
Other Contract Services - 183,750 - (183,750)
City (Inter-department) Service Charge - 288,218 - (288,218)
Miscellaneous Cost - 3,230 90,000 (93,230)
Total Library Projects Expenditures 49,043,000 11,425,059 24,251,005 13,366,936
Estimate of Pending Commitments/Costs (As of March 31, 2011)5,632,989 (5,632,989)
Total Bond Funds Less Bond Financing Costs 49,043,000$ 11,425,059$ 29,883,994$ 7,733,947$
Reasons for Budget Decrease of:(957,000)$
1) LEED - Green building (Council approved) upgrades 1,200,000$ Sept. 2010
2) Portion of built-in Furniture, Fixtures, & Equipment (FF&E) /July 2012
Technology deemed to be bondable costs (c)1,750,000
3) Moving costs deemed to be bondable costs 100,000
4) Contingency adjustment (4,252,000)
Net Budget Change (1,202,000)$
c) Permanent and built-in casework and equipment portions that are now deem to be bondable costs
(part of $4.3 million in FF&E that in the 2008 estimate were identified as non-bondable costs)
Description of Activity
Description of Activity
Mitchell Park Library and Community Center Budget to Actual Activities Summary (PE-09006)
Downtown Library Budget to Actual Activities Summary (PE-09005)
Scheduled Completion:
Construction Began:
Construction Began:
Scheduled Completion:
2
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of April 22, 2011
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Original Budget (per Measure N Ballot Measure) 18,000,000$ -$ -$ 18,000,000
Budget Change - -
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 594,035 3,783,019 (4,377,054)
Contract Contingency - - - -
Other Contract Services - - - -
City (Inter-department) Service Charge - - - -
Miscellaneous Cost - - - -
Total Library Projects Expenditures 18,000,000 594,035 3,783,019 13,622,946
Estimate of Pending Commitments/Costs (As of March 31, 2011)13,412,946 (13,412,946)
Total Bond Funds Less Bond Financing Costs 18,000,000$ 594,035$ 17,195,965$ 210,000$
Reasons for Budget Decrease of:-$ May 2012
1) Contingency adjustment (210,000)$ August 2012
Net Budget Change (210,000)$ August 2013
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Temporary Mitchell Park Library (Council Approved - CMR: 463:09) 645,000$ -$ -$ 645,000$
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 464,577 15,562 (480,139)
Contract Contingency - 33,500 11,770 (45,270)
City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost - 125 - (125)
Total Library Projects Expenditures 600,000 509,448 27,332 63,220
Estimate of Pending Commitments/Costs (As of March 31, 2011)(9,001) 9,001
Total Bond Funds Less Bond Financing Costs 600,000$ 509,448$ 18,331$ 72,221$
Description of Activity
Main Library Budget to Actual Activities Summary (PE-11000)
Description of Activity
Temporary Library at Cubberley Budget to Actual Activities Summary (PE-09010)
Scheduled Completion:
Construction Begins:
Award Contract:
3
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of April 22, 2011
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Temporary Main Library Facility - Art Center Auditorium 500,000$ -$ -$ 500,000$
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs - 47,587 (47,587)
Contract Contingency - - - -
Other Contract Services -
City (Inter-department) Service Charge - - - -
Miscellaneous Cost - - - -
Total Library Projects Expenditures 500,000 - 47,587 452,413
Estimate of Pending Commitments/Costs (As of March 31, 2011)452,413 (452,413)
Total Bond Funds Less Bond Financing Costs 500,000$ -$ 500,000$ -$
Description of Activity
Temp. Library at Art Center Auditorium Budget to Actual Activities Summary (Project # PE-11012)
4
Payment or
Posting Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 4,000,000
Budget Change 1,212,000
Sub-total - 2010 Engineer's Budget Estimate 5,212,000 - - 5,212,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 418,563
08/24/10 Group 4 Architecture Research & Planning Architectural 362
09/21/10 Group 4 Architecture Research & Planning Architectural 135
08/03/10 Group 4 Architecture Research & Planning Architectural 16,233
08/03/10 Group 4 Architecture Research & Planning Architectural 56,000
08/10/10 Protech Consulting and Engineering Hazardous Material Testing 5,210
08/10/10 Turner Construction Company Construction Management Services 68,577 Oct. 21, 2010 Report
09/21/10 Group 4 Architecture Research & Planning Architectural 15
09/21/10 Group 4 Architecture Research & Planning Architectural 18,080
09/21/10 Group 4 Architecture Research & Planning Architectural 2,970
09/21/10 W.L. Butler Construction, Inc.Construction 93,177
10/05/10 Protech Consulting and Engineering Hazardous Material Testing 990
10/19/10 Group 4 Architecture Research & Planning Architectural 10,544
11/02/10 W. L. Butler Construction, Inc.Construction 69,984
11/02/10 Turner Construction Company Construction Management Services 27,984
11/02/10 Group 4 Architecture Research & Planning Architectural 11,864
12/07/10 Turner Construction Company Construction Management Services 55,174
12/07/10 Group 4 Architecture Research & Planning Architectural 11,688 Jan. 25, 2011 Report
12/07/10 W. L. Butler Construction, Inc.Construction 92,055
12/14/10 Group 4 Architecture Research & Planning Architectural 519
12/14/10 W. L. Butler Construction, Inc.Construction 159,940
01/04/11 Turner Construction Company Construction Management Services 27,984
1/7/2011 Group 4 Architecture Research & Planning Architectural 11,688
1/21/2011 West Coast Code Consultants, Inc.Plan Check 350
1/21/2011 Turner Construction Company Construction Management Services 30,212
1/31/2011 W. L. Butler Construction, Inc.Construction 211,220
2/18/2011 W. L. Butler Construction, Inc.Construction 279,472
2/18/2011 Group 4 Architecture Research & Planning Architectural 8,766
2/18/2011 Turner Construction Company Construction Management Services 27,429
3/16/2011 W. L. Butler Construction, Inc.Construction 277,033 April 26, 2011 Report
3/18/2011 Group 4 Architecture Research & Planning Architectural 432
3/18/2011 Group 4 Architecture Research & Planning Architectural 409
3/18/2011 Group 4 Architecture Research & Planning Architectural 8,766
3/18/2011 Group 4 Architecture Research & Planning Architectural 136
3/31/2011 Pivot Interiors Design 2,250
3/31/2011 Turner Construction Company Construction Management Services 17,808
4/7/2011 Group 4 Architecture Research & Planning Architectural 13,149
4/19/2011 2,795
Pivot Interiors Design - Modular Furniture
Moovers, Inc.Moving Services 10,813
W.L. Butler Construction, Inc.Construction 1,317,120
Group 4 Architecture Research Architectural 119,341
Turner Construction Company Construction Management Services 137,027
West Coast Code Consultants, Inc.Plan Check
Sub-total - Engineering and Architectural Costs - 2,039,964 1,584,300 (3,624,263)
Contract Contingency
Summary of Expenditures as of July 21, 2010 19,140
10/19/10 Group 4 Architecture Research & Planning Architectural 660
10/19/10 Group 4 Architecture Research & Planning Architectural 4,070 Oct. 21, 2010 Report
08/27/10 Asbestos Management Group Hazardous Material Testing 2,500
2/28/2011 City of Palo Alto - Planning Plan Check Fee 93 April 26, 2011 Report
2/18/2011 W. L. Butler Construction, Inc. Construction 15,686
Group 4 Architecture Research & Planning Architectural 32,130
Turner Construction Company Construction Management Services 42,632
Pivot Interiors Design - Modular Furniture 338
Moovers, Inc. Moving Services 4,113
W.L. Butler Construction, Inc. Construction 359,314
Sub-total - Contract Contingency - 42,149 438,527 (480,676)
Other Contract Services
Summary of Expenditures as of July 21, 2010 2,225
Downtown Library Activity Details (PE-09005)
As of April 22, 2011
5
Payment or
Posting Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Downtown Library Activity Details (PE-09005)
As of April 22, 2011
08/27/10 Asbestos Management Group Hazardous Material Testing 25,700 Oct. 21, 2010 Report
Sub-total - Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 43,990
10/31/10 City of Palo Alto - Planning Plan Checking 861 Jan. 25, 2011 Report
Sub-total - City (Inter-department) Service Charge - 44,851 - (44,851)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,158
Sub-total - Miscellaneous Cost - 3,158 - (3,158)
Grant Total 5,212,000 2,158,047 2,022,827 1,031,126
5
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 50,000,000$
Budget Change (957,000)
Sub-total - 2010 Engineer's Budget Estimate 49,043,000 - - 49,043,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 3,101,748
08/03/10 Group 4 Architecture Research & Planning Architectural 37,609
08/10/10 Group 4 Architecture Research & Planning Architectural 18,595
10/05/10 Group 4 Architecture Research & Planning Architectural 7,522
10/05/10 Group 4 Architecture Research & Planning Architectural 13,942
10/05/10 Group 4 Architecture Research & Planning Architectural 2,971
07/27/10 Moovers, Inc.Moving Services 435
09/21/10 Turner Construction Company Construction Management Services 163,918
10/19/10 Group 4 Architecture Research & Planning Architectural 47,110
10/19/10 State Water Resources Control Board Submitting Permit Registration Documents 375 Oct. 21, 2010 Report
10/19/10 Group 4 Architecture Research & Planning Architectural 18,517
08/03/10 Peninsula Digital Imaging Reproduction Services 3,066
08/03/10 Peninsula Digital Imaging Reproduction Services 2,401
08/03/10 Peninsula Digital Imaging Reproduction Services 5,105
08/03/10 Peninsula Digital Imaging Reproduction Services 2,119
11/02/10 Bank of Sacramento - Flintco Escrow Construction 86,542
11/02/10 Flintco, Inc.Construction 778,876
11/02/10 Group 4 Architecture Research & Planning Architectural 1,037
12/07/10 Turner Construction Company Construction Management Services 635
12/07/10 Turner Construction Company Construction Management Services 70,780
12/07/10 Turner Construction Company Construction Management Services 64,319
12/07/10 Protech Consulting and Engineering Hazardous Material Testing 8,385
12/07/10 Peninsula Digital Imaging Reproduction Services 7,672
12/14/10 West Coast Code Consultants, Inc.Plan Check 26,820
12/14/10 Group 4 Architecture Research & Planning Architectural 46,200 Jan. 25, 2011 Report
12/21/10 Group 4 Architecture Research & Planning Architectural 46,297
12/21/10 Flintco, Inc.Construction 732,895
12/21/10 Flintco, Inc. Escrow 2841-042 Construction 81,433
12/28/10 Flintco, Inc.Construction 757,231
12/28/10 Flintco, Inc. Escrow 2841-042 Construction 84,137
01/04/11 Group 4 Architecture Research & Planning Architectural 2,942
01/04/11 Group 4 Architecture Research & Planning Architectural 4,564
01/04/11 Turner Construction Company Construction Management Services 73,919
1/21/2011 Group 4 Architecture Research & Planning Architectural 267
1/21/2011 Group 4 Architecture Research & Planning Architectural 46,261
1/21/2011 Turner Construction Company Construction Management Services 105,917
2/1/2011 Flintco, Inc.Construction 1,098,865
2/1/2011 Flintco, Inc. Escrow 2841-042 Construction 126,732
2/18/2011 Flintco, Inc.Construction 1,497,190
2/18/2011 Turner Construction Company Construction Management Services 94,502
2/18/2011 Flintco, Inc. Escrow 2841-042 Construction 193,977
2/24/2011 Group 4 Architecture Research & Planning Architectural 46,261
3/10/2011 West Coast Code Consultants, Inc.Plan Check 1,820
3/10/2011 West Coast Code Consultants, Inc.Plan Check 1,680
3/16/2011 West Coast Code Consultants, Inc.Plan Check (560)
3/16/2011 West Coast Code Consultants, Inc.Plan Check 560 April 26, 2011 Report
3/16/2011 Protech Consulting and Engineering Hazardous Material Testing 1,250
3/17/2011 West Coast Code Consultants, Inc.Plan Check 560
3/18/2011 Group 4 Architecture Research & Planning Architectural 46,261
3/31/2011 Flintco, Inc. Escrow 2841-042 Construction 446,177
3/31/2011 Flintco, Inc. Escrow 2841-042 Construction 76,548
3/31/2011 Turner Construction Company Construction Management Services 94,572
4/11/2011 Group 4 Architecture Research & Planning Architectural 4,219
4/11/2011 Group 4 Architecture Research & Planning Architectural 127
4/11/2011 Group 4 Architecture Research & Planning Architectural 7,366
4/11/2011 Group 4 Architecture Research & Planning Architectural 80,956
4/20/2011 West Coast Code Consultants, Inc.Plan Check 140
4/20/2011 West Coast Code Consultants, Inc.Plan Check 280
4/20/2011 West Coast Code Consultants, Inc.Plan Check 560
3/29/2011 Palo Alto Stores Supplies/Parts 1,342
Palo Alto Weekly Advertising 600
Protect Consulting and Engineering Hazardous Material Testing 12,699
Movers, Inc.Moving Services 19,853
Group 4 Architecture Research Architectural 971,471
Turner Construction Company Construction Management Services 1,962,072
Flintco, Inc.Construction 18,404,399
West Coast Code Consultants, Inc.2,960
MPL Signage 300,000
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of April 22, 2011
6
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of April 22, 2011
Sub-total - Engineering Costs - 10,273,945 21,674,054 (31,947,998)
Contract Contingency
Summary of Expenditures as of July 21, 2010 104,373
08/03/10 Group 4 Architecture Research & Planning Architectural 1,771
10/05/10 Group 4 Architecture Research & Planning Architectural 25,951 Jan. 25, 2011 Report
10/19/10 Group 4 Architecture Research & Planning Architectural 10,740
2/1/2011 Flintco, Inc. Construction 41,725.00
2/18/2011 Flintco, Inc. Construction 248,603.00 April 26, 2011 Report
3/31/2011 Flintco, Inc. Construction 242,754.00
Moovers, Inc. Moving Services 6,649
Flintco, Inc. Construction 1,903,418
Protect Consulting and Engineering 11,991
Group 4 Architecture Research & Planning 291,005
West Coast Code Consultants, Inc.3,160
Turner Construction Company Construction Management Services 270,729
Sub-total - Contract Contingency - 675,917 2,486,952 (3,162,868)
Other Contract Services
Summary of Expenditures as of July 21, 2010 93,750
08/26/10 Bruce Beasley Bruce Beasley sculpture 90,000 Oct. 21, 2010 Report
Sub-total - Other Contract Services - 183,750 - (183,750)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 176,008
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Library - Bldg A 70,153
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Teen Center - Bldg B 10,768
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Multipurpose Center - Bldg C 21,184 Oct. 21, 2010 Report
09/30/10 City of Palo Alto - Planning Demolition Permit MPL - 3700 Middlefield 525
09/30/10 City of Palo Alto - Planning Demolition Permit MPCC - 3800 Middlefield 525
09/28/10 City of Palo Alto - Planning Permit (Grading and Fill) 1,830
10/31/10 City of Palo Alto - Planning Revision permit for Mitchell Park Library & CC 141
11/16/10 City of Palo Alto - Planning Architectural Review Board Fees 2,090 Jan. 25, 2011 Report
01/31/11 Palo Alto Stores Supplies/Parts 101
03/31/11 Palo Alto Stores Supplies/Parts 97
03/31/11 Palo Alto Stores Supplies/Parts 4,045 April 26, 2011 Report
03/31/11 Palo Alto Stores Supplies/Parts 89
03/31/11 Palo Alto Stores Supplies/Parts 661
Sub-total - City (Inter-department) Service Charge - 288,218 - (288,218)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,315
06/30/10 Office Max (US Bank-Calcard) - Reversed Reverse office supplies charged to project (246)
06/30/10 Debra Jacobs Reverse prior travel and meeting expense (6) Oct. 21, 2010 Report
06/30/10 Karen Bengard Reverse prior travel and meeting expense (20)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (11)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (20)
03/30/11 Palo Alto Stores Supplies/Parts 4 April 26, 2011 Report
03/30/11 Palo Alto Stores Supplies/Parts 214
Group 4 Architecture Research Architectural
West Coast Code Consultants, Inc.Plan Check
Turner Construction Company Construction Management Services
Movers, Inc.Moving Services
Flintco, Inc.Construction
Protect Consulting and Engineering Hazardous Material Testing
Bruce Beasley Sculpture 90,000
Sub-total - Miscellaneous Cost - 3,230 90,000 (93,230)
Grant Total 49,043,000 11,425,059 24,251,005 13,366,936
7
Payment
Date Purchasing Document Payee
2010 Engineer's
(Budget) Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 18,000,000$
Budget Change -
Sub-total - 2010 Engineer's Budget Estimate 18,000,000 - - 18,000,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
10/05/10 Group 4 Architecture Research and Planning Architectural 700
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
11/02/10 Group 4 Architecture Research and Planning Architectural 5,785
11/02/10 Group 4 Architecture Research and Planning Architectural 122,100 Jan. 25, 2011 Report
12/07/10 Group 4 Architecture Research and Planning Architectural 2,390
01/04/11 Group 4 Architecture Research and Planning Architectural 15,000
01/04/11 Group 4 Architecture Research and Planning Architectural 583
01/04/11 Group 4 Architecture Research and Planning Architectural 859
01/04/11 Turner Construction Company Construction Management Services 1,195
02/24/11 Group 4 Architecture Research and Planning Architectural 4,860
03/18/11 Group 4 Architecture Research and Planning Architectural 73,246
03/18/11 Group 4 Architecture Research and Planning Architectural 7,500
03/18/11 Group 4 Architecture Research and Planning Architectural 53
03/18/11 Group 4 Architecture Research and Planning Architectural 3,843
04/11/11 Group 4 Architecture Research and Planning Architectural 112,464
04/11/11 Group 4 Architecture Research and Planning Architectural 3,993
04/11/11 Group 4 Architecture Research and Planning Architectural 7,500
01/21/11 Group 4 Architecture Research and Planning Architectural 24,392 April 26, 2011 Report
01/21/11 Turner Construction Company Construction Management Services 1,434
01/21/11 Group 4 Architecture Research and Planning Architectural 2,500
01/24/11 Group 4 Architecture Research and Planning Architectural 1,500
01/21/11 Group 4 Architecture Research and Planning Architectural 447
02/18/11 Turner Construction Company Construction Management Services 478
02/18/11 Group 4 Architecture Research and Planning Architectural 48,831
02/18/11 Group 4 Architecture Research and Planning Architectural 2,653
02/18/11 Group 4 Architecture Research and Planning Architectural 3,238
Group 4 Architecture Research Architectural 3,659,466
Turner Construction Company Construction Management Services 112,753
West Coast 10,800
Sub-total - Engineering and Architectural Costs - 594,035 3,783,019 (4,377,054)
Contract Contingency
Sub-total - Contract Contingency - - - -
Other Contract Services
Sub-total - Other Contract Services - - - -
City (Inter-department) Service Charge
Sub-total - City (Inter-department) Service Charge - - - -
Miscellaneous Cost
Sub-total - Miscellaneous Cost - - - -
Grant Total 18,000,000 594,035 3,783,019 13,622,946
Main Library Activity Details (PE-11000)
As of April 22, 2011
8
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Mitchell Park Library (Council Approved - CMR: 463:09) 645,000
Sub-total - 2010 Engineer's Budget Estimate 600,000 - - 600,000$
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 439,283$
10/05/10 Group 4 Architecture Research & Planning Architectural 5,774 Oct. 21, 2010 Report
08/24/10 Group 4 Architecture Research & Planning Architectural 329
01/27/11 Johnstone Moyer, Inc.Temp. Library Improvements 19,191 April 26, 2011 Report
Group 4 Architecture Research & Planning Architectural 12,362
Ross McDonald Company, Inc.Library Shelving 3,200
Sub-total - Engineering and Architectural Costs - 464,577 15,562 (480,139)
Contract Contingency
Summary of Expenditures as of July 21, 2010 2,541
08/24/10 Johnstone Moyer, Inc.Temp. Library Improvements 24,604 Oct. 21, 2010 Report
08/27/10 West Corporation Temp. Lib. - Security Access Card & Alarm 310
01/27/11 Johnstone Moyer, Inc.Temp. Library Improvements 6,045 April 26, 2011 Report
Johnstone Moyer, Inc.Temp. Library Improvements 3,471
Group 4 Architecture Research & Planning Architectural 4,759
Ross McDonald Company, Inc.Library Shelving 3,540
Sub-total - Contract Contingency - 33,500 11,770 (45,270)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 11,247
Sub-total - City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 125
Sub-total - Miscellaneous Cost - 125 - (125)
Grant Total 600,000 509,448 27,332 63,220
Temporary Library at Cubberley (for Mitchell Facility) - Activity Details (PE-09010)
As of April 22, 2011
9
Payment
Date Payee Description
2010
Engineer's
(Budget)
Estimate Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Main Library Facility - Art Center Auditorium 500,000
Sub-total - 2010 Engineer's Budget Estimate 500,000 - - 500,000$
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 -$
Group 4 Architecture Research & Planning Architectural 47,587
Sub-total - Engineering and Architectural Costs - - 47,587 (47,587)
Contract Contingency
Summary of Expenditures as of July 21, 2010 -
Sub-total - Contract Contingency - - - -
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 -
Sub-total - City (Inter-department) Service Charge - - - -
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 -
Sub-total - Miscellaneous Cost - - - -
Grant Total 500,000 - 47,587 452,413
Temporary Library for Main (Art Center Auditorium) - Activity Details (Project # PE-11012)
As of April 22, 2011
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