HomeMy WebLinkAboutStaff Report 1438City of Palo Alto (ID # 1438)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 7/25/2011
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Summary Title: Main Library Amend 4 with Group 4 Architect
Title: Approval of Contract Amendment No. Four in the Amount of $258,041
with Group 4 Architecture, Inc for Costs Related to the Design of the Main
Library and the Temporary Main Library (PE-11000 and PE-11012) for a Total
Contract Amount Not to Exceed $7,681,751
From:City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
Approve and authorize the City Manager to execute Amendment No. Four
(Attachment A) to contract C09130744 with Group 4 Architecture, Research + Planning,
Inc., (Group 4 Architecture) in the amount of $258,041. This amount is allocated as
follows:
Design Service
(Basic Services)
Add Service
(Contingency)
Totals
Main Library $157,403.$15,740.$173,143.
Temp Library $28,232.$2,823.$31,055.
Art Center $48,948.$4,895.$53,843.
Totals $234,583.$23,458.$258,041.
The revised total contract amount is not to exceed $7,681,751 including $7,006,189 for
basic services and $675,562 for additional services.
Executive Summary
Measure N approved $76 million in funding for improvements to the Downtown Library
(PE-09005), Mitchell Park Library and Community Center (PE-09006) and the Main
Library (PE-11000). Of the total funding, $18 million was allocated for the design and
construction of the Main Library improvements and expansion.
During Architectural Review Board meetings, public meetings and design meetings with
user groups the project team was asked to consider nine additions to the scope for the
Main Library, described in the body of this staff report and with an estimated cost of
approximately $1,500,000. In addition, at a November 2010 Architectural Review
Board and at a community meeting, questions were raised as to whether the Main
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Library site could be better integrated with the adjacent Art Center. In responding to
these requests for a more campus-like feel, Group 4 Architecture has developed
conceptual options for a redesign of the landscaping and parking areas on the south
side of the Main Library to provide improved parking and circulation as well as a visual
connecting link with the adjacent Art Center. These conceptual options have been
presented to the community and boards and commissions and it is recommended that
Group 4 further develop the options in the course of the work being approved by this
Contract Amendment No. 4. The refined options would then come back to Council for
ultimate selection of an option (or no option). The estimated cost for the parking and
circulation improvements is $1,000,000.
The construction contract for the Mitchell Park Library and Community Center (MPLCC)
was awarded approximately $8 million below the engineer’s estimate. These savings
present the City with an opportunity to address the additional renovation
recommendations for the Main Library. Collectively, the overall projected costs are
currently approximately $8.7 million below the bond ceiling of $76 million approved by
the voters in 2008.
Staff is requesting approval of Contract Amendment No.4 with Group 4 Architecture in
the amount of $258,041 for design services to add additional improvements at the Main
Library, to provide construction documents for the Temporary Main Library and to study
site integration between the Main Library and the Art Center.
Background
On July 7, 2008, Council directed staff to proceed with placing a library/community
center bond measure on the November 2008 ballot. Measure N, which passed on
November 4, 2008, includes funding for construction of a new and expanded MPLCC,
renovation of the Downtown Library and renovation and expansion of the Main Library.
Detailed history of the design development can be found in past City Manager’s Reports
(CMR) to Council (CMR:286:02, CMR:119:06, CMR:343:06, CMR:434:06; CMR:225:07,
CMR:321:08, CMR:473:08, CMR:149:09), CMR:248:10, CMR:334:10 and CMR:435:10
that can be viewed at: http://www.cityofpaloalto.org/knowzone/reports/cmrs.asp.
The design of the Main Library has started and the design was reviewed at community,
Historic Resources Board, Architectural Review Board and Library Advisory Commission
meetings. The Main Library improvements will include small group study rooms that
are acoustically separated from the rest of the existing building, and a new adjacent
program space that will seat 100 people. To accommodate the new program space, the
Main Library will expand by approximately 4,000 square feet from the current 21,000
square feet on the ground floor of the building (CMR:434:06). The interior of the
existing library will also be reconfigured to make better use of the space. Lighting and
other existing building systems will also be upgraded. All of the improvements will be
made with consideration for the historic nature of the existing building. The building
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will be designed to Leadership in Energy and Environmental Design “Silver” level.
Improvements to the Main Library will be the final phase of the Measure N Bond
measure projects.
Discussion
Temporary Main Library
On December 6, 2010, Council approved locating a temporary Main Library at the
auditorium of the nearby Palo Alto Art Center (CMR:435:10), and authorized $500,000
to renovate the Art Center auditorium for this purpose (CIP project PE-11012
Temporary Main Library Projects). The design of this space is currently underway and
will be included in the bid package for the Palo Alto Art Center in the summer of 2011
as doing so will reduce the amount of construction disruption and likely result in lower
construction costs. The upgrades to the auditorium are bondable costs and will include
accessibility and lighting improvements, shelving, new flooring, and other basic
upgrades to the auditorium. The temporary library will be used as a place to pick up
holds, drop off books, use public computers, and browse a limited selection of library
materials. The collection size at the auditorium would be roughly 10,000 items. The
historic collection will be relocated to the existing temporary library at the Cubberley
Community Center and staff from the Main Library will be dispersed to work at the
temporary Main Library in the Art Center auditorium, the existing temporary library at
the Cubberley Community Center and the new MPLCC. Group 4 Architecture completed
preliminary design options but design services needed to complete construction
documents are included for approval as part of Amendment No. 4 with Group 4
Architecture. Design Costs that would be included in this amendment to the Group 4
Contract are as follows
Temporary Main Library Design:
Construction Documents $ 22,410
Reimbursable Expenses $5,822
Contingency $ 2,823
Temporary Main Library Total (PE-
11012):
$ 31,055
Main Library
The design of the Main Library improvements is approximately 50 percent complete.
The focus of the design has been on improving library services by renovating the
interior and expanding the building within an historic context. These plans were
presented at meetings held primarily in November of 2010 with the community, Library
Bond Stakeholder’s committee, Historic Resources Board (HRB), Architectural Review
Board (ARB), Library Advisory Commission and the Public Arts Commission. Additional
community meetings were held in May 2011 and the project will continue to be
reviewed by subsequent boards and committees.
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Several additional proposals for renovation and rehabilitation of Main resulted from the
above outreach meetings. Staff and Group 4 Architecture have reviewed these
proposals and identified additional design features which are currently outside of the
current design scope of service. The additional design items that are being
recommended are listed below, along with their estimated construction costs. They are
separated into four categories: Deferred Maintenance, Code Compliance, Functional
Improvements and Parking and Circulation. Since Parking and Circulation would be
shared between the Main Library and the Art Center, it is discussed separately.
Normally these added design services would be paid for from the Additional Services
contingency budget, however, that budget is not sufficient to cover all or even most of
the items below. Approval of contract Amendment No. 4 with Group 4 Architecture
would provide for the design of all of the items listed below. If Council wishes to
approve only some of the recommended design features, staff would issue a deductive
contract change order to Amendment No. 4 to reflect only the items authorized by
Council. Design Costs that would be included in this amendment to the Group 4
Contract are as follows
Main Library Scope Development Amend. 4 Estimated Estimated
Deferred Maintenance Items:Design Fee Constructi
on
Total Cost
1.Replace roofing $6,600 $235,000 $241,600
2.Refurbish landscaping & walkways $23,936 $275,000 $297,936
3.Replace fire sprinkler system $14,025 $120,000 $134,025
4.Re-face exterior siding at staff area $4,400 $60,000 $64,400
Code Compliance Items:
5.Replace basement sump pumps $8,635 $65,000 $73,635
6.Upgrade stormwater treatment $23,975 $190,000 $213,975
7.Upgrade parking lot lighting $5,720 $70,000 $75,720
Service Enhancements:
8.Provide teen room after-hours
entrance
$12,100 $40,000 $52,100
9.Provide a broadcast center $9,064 $80,000 $89,064
Subtotal:$108,455 $1,135,000 $1,243,455
CONTINGENCY, 10%$10,846 $113,500 $124,346
Main Library (PE-11000) Totals for
Deferred Maintenance, Code Compliance
and Service Enhancements
$119,301 $1,248,500 $1,367,801
The construction costs listed above are estimates as detailed designs have not been
prepared. Currently, construction costs are very competitive and the recommended
work could likely be done now at very reasonable prices. With the additional $ 1.5
million in estimated design and construction costs, the estimated cost of the Main
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Library would be roughly $ 19.5 million, or approximately eight percent above the $18
million that was estimated during schematic design. Based on the May 2011 cost of
current and projected construction, the $1.5 million in improvements from items 1
through 9, the final bond measure costs would be about $ 7.2 million below the bond
limit. This continues to leave a comfortable buffer to cover changed market conditions
or additional change orders. All the costs are “renovations” consistent with the
language in Measure N, and have been determined to be paid by Measure N bond funds
The items included for approval in Amendment 4 with Group 4 Architecture for the Main
Library can be placed into four main categories: deferred maintenance, code
compliance, service enhancements and parking and circulation as follows:
• Deferred Maintenance Items:
‘Deferred Maintenance’ items include features that were not included when the
construction costs were estimated for the Main Library. The additional items are all
bondable costs. Now that the Main Library has begun design, these items have been
identified and staff believes it would be beneficial to replace them now, while
construction costs are low. An example of this is the pedestrian paving and
landscaping, which is functional, but outdated and in need of repairs. During schematic
design of the libraries and Community Center improvements prior the Measure N bond
election, certain deferred maintenance items were excluded from the construction cost
estimates. This was done in order to keep the bond costs down or because the items
would be beneficial to upgrade, but still functional and not strictly required by the
building code requirements. Below is a more detailed explanation of the recommended
deferred maintenance items.
Item 1:Replace the existing wood shake roofing
The existing wood shake roof is reaching the end of its natural life and has
already been patched in several places. Additional patches will be required as
part of the seismic upgrade work. Staff recommends that all of the roofing be
replaced at this time as construction costs are low and future disruptions to
library operations will be avoided. The cost of writing specifications and
detailing connections with the building is included in this fee.
Item 2:New/replacement pedestrian paving & landscaping
The plantings in and around the patios and parking lots are significantly
overgrown and in some cases have been identified by City and Project Arborists
as unhealthy or unsafe and in need of removal and replacement. There are a
number of large pieces of concrete in the patios and walkways surrounding the
building that are in need of replacement due to material and Americans with
Disabilities Act (ADA) compliance issues. New walkways and patio paving and
planting are proposed as part of this scope.
Item 3:Replace the existing fire sprinkler system
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The existing fire sprinkler system in the basement is corroded and is in need of
replacement. The system on the ground floor is of the same vintage and will
need significant modifications and eventual replacement. Replacing the entire
system at this time addresses both issues and allows for higher-pressure long-
throw sprinkler heads to be used in historic areas to avoid interfering with the
luminous ceiling (i.e., the heads would be located at the perimeter of the
ceiling instead of the middle).
Item 4:Re-face the existing staff area exterior plywood walls
The additional staff areas that were part of the building renovation and
expansion in the early 1980s were clad in unpainted exterior-grade plywood.
This type of material is prone to decay when in contact with moisture, which
can lead to material failure. Given the age of the material and its close
proximity to the ground plane, there are concerns that in many places it may
be reaching the end of its service life. The proposal is to remove the exterior
plywood cladding and replace it with a longer-lasting material, possibly a
cementitious board system. This may require the partial removal and
reconstruction of some areas of the existing terra cotta screen wall, which is
being reinforced as part of the original scope of work.
• Code Compliance Items:
‘Code Compliance’ issues were not included in the original scope of work because the
schematic design was prepared under the building code current at that time. Design
requirements changed, however, when a new building code was adopted in January
2011. The costs are bondable and the design revisions are required in order for the
design to proceed. Below is a more detailed explanation of the recommended code
compliance items.
Item 5:Replace and reconfigure basement sump pumps
The existing basement sump pumps (there are a total of three) serve several
functions: to remove any water that infiltrates the basement walls and floor,
pump out water that is periodically drained from the fire sprinkler system as
part of its required testing and maintenance procedures, and pump out drain
water from the first floor drinking fountain and any water heater discharge.
The pumps currently discharge this water directly into the storm drain, which
does not comply with current codes. The proposed reconfiguration also
replaces all existing pumps and creates larger sump pits to meet current pump
manufacturer specifications. The proposed scheme also reconfigures some of
the piping so that the discharge paths comply with current codes.
Item 6:Stormwater treatment regulations
The existing bay area stormwater regulations have different thresholds that
trigger different levels of compliance. One of the triggers for a higher
compliance level is the amount of new hardscape, including replacement
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hardscape. The schematic design that was developed prior to the Measure N
bond election was for a basic level of compliance because no work in the patios
or surrounding hardscape was anticipated. During the current project phase,
however, work in the patios and area between the Library and Art Center
described in item 2 above is being contemplated Should this substantial
amount of new and replacement hardscape; move forward, then the project
will be very close to triggering a high level of compliance.
Item 7:Upgrade Library parking lot lighting (north and northeast side of
building)
The existing lighting in the parking lots does not meet current illumination
standards. This creates potential safety issues. The proposal is to replace the
existing cobra-head style luminaries with updated fixtures and add additional
fixtures to create more even lighting levels in the parking lots.
• Service Enhancements:
‘Service Enhancements’ are items that were not included during the schematic design
phase, but that upon further study were considered to be beneficial to library users.
Below is a more detailed explanation of the recommended service enhancements items.
Item 8:Provide a Teen Room entry from Lobby
Questions were raised at a November 2010 community meeting regarding
whether meeting spaces could be provided for smaller groups of 15-20 people
in the Main Library. Because of site and building constraints, the new program
room cannot be divided into two smaller spaces. Group 4 Architecture has
created a design concept for using the southern third of the Teen Room as a
flexible area that could be closed off to create a meeting room of the requested
size. For added flexibility, the room would have a door that opens directly from
the lobby space of the new addition to allow for after-hours use. To facilitate
this entry, a portion of the exterior terra cotta screen wall will be removed.
Item 9:Broadcast center
On January 20, 2011, members of the design team were invited to a meeting
that included multiple City departments and the local community cable
television station. The television station would like to have infrastructure
installed at the Downtown, MPLCC and Main libraries that would allow for the
live broadcast of City and community meetings and events from these
locations, similar to what is currently done at City Hall. The local television
station will bring a mobile broadcast van with specialized equipment for these
events.
If this item approved by Council, the design team will work with the appropriate
stakeholders and City staff to determine the amount of infrastructure required
and include it in the construction documents for the Main Library. Since the
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Main Library is currently under design, it is easy to accommodate the conduit,
lighting, cameras and other design elements that will be needed to support
broadcasting.
Additional Background for Broadcast Centers at Downtown and MPLCC:
Interest in broadcasting capabilities for the Downtown Library and the MPLCC
did not become known until both libraries were under construction, making it
more difficult to include this element within the existing budget. Design costs
for these two sites are already funded from their respective additional service
contingencies and are not a part of this amendment.
During construction of the Downtown Library, empty conduit and other
connection pieces were installed in the wall of the program room in order to
receive future cameras and media equipment. A media room at the Downtown
Library will allow for broadcasting of the Library Advisory Commission meetings,
storytelling, author interviews and other media events. The cost for the
cameras, wiring and other needed media pieces is still being evaluated. Monies
for the media center equipment may be available within the existing
contingency funds for the Downtown Library, but if not, staff may return to
Council to request additional funds.
The evaluation effort for additional broadcast centers at the MPLCC is also
currently underway. Media rooms are being considered for the Community
Center’s computer room (to broadcast classes), in the large multi-purpose room
(for classes and public meetings) and for the library’s program room (to
broadcast storytelling, author events, etc.). Once a better evaluation of the
need for and cost of these room(s) has been completed, staff will return to
Council to request additional funding as the cost is likely beyond what the
contingency budget can accommodate.
Parking and Circulation Improvements Between the Art Center and Main
Library
Also included in Amendment 4 with Group 4 Architecture is the cost of evaluating
different design scenarios for integrating the Main Library and Art Center sites.
Background
The issue of integrating the Main Library and Art Center had originally been explored
during the previous 2002 library bond, Measure D. Renovations for the Main Library
and Art Center sites later began the design process as separate projects. Because
these renovations were being planned separately, under different design firms and
project managers, little attention was paid to the overall integration of the campus. It
was only during design development presentations of the Main Library project to the
Architectural Review Board and at a community meeting in November 2010 that the
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issue of improving the connection of the Art Center, Main Library and Community
gardens into an overall campus site was raised.
As a result of these inquiries, Group 4 Architecture was asked to make a cursory
exploration of the feasibility and cost related to making the site have a more campus-
like feel. These initial designs were discussed in a joint exploratory meeting between
the library and Art Center stakeholders and staff in the spring of 2011. Both groups
recommended exploring the concept further. The design concepts were also presented
to the Architectural Review Board (ARB), Historic Resources Board (HRB), Library Bond
Oversight Committee (LBOC), Library Advisory Commission (LAC), Parks and Recreation
Committee (PARC) and at a community meeting.
Site Issues
Several issues related to connecting the two sites were identified as a result of the
exploration of design options:
Safety:
-The driveway in front of the Art Center is used by cut-through traffic avoiding
the traffic signal at Embarcadero and Newell. Combined with reduced
visibility due to landscaping, this creates unsafe conditions for people
accessing the parking lot.
-The storage shed in one of the parking lots between the two sites is dark and
attractive to vagrants. People are unclear if the area under the shed roof is
open to the public.
-During high-participation events, drivers jog from parking lot to parking lot
via Newell Road, creating increased traffic and impacting a bicycle lane.
Access:
-No easy and clear access between sites for pedestrians or drivers
Wayfinding:
-Visitors new to the site often cannot easily locate individual facilities
-Campus lacks an overall, cohesive plan with walkways and gathering spots
Parking:
-The community has expressed concerns about insufficient site parking during
large events.
-With a new community room planned for the Main Library and anticipated
increased visitorship to the Art Center, parking demands may increase. In
addition, no additional parking was ever provided for gardeners with the
creation of the Community Gardens.
-There are four separate parking lots on the campus, three of which are linked
(Art Center side) and one of which is not (Library side).
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Design Options
Several design options were developed by Group 4 Architecture in response to the site
issues. These concepts are very preliminary in nature and within these concepts there
are elements that could be removed, combined or taken as stand-alone improvements.
For example, the shed could remain in the parking lot, or the driveway connecting the
Art Center and Main Library could be eliminated. Design concepts are shown on
Attachment B.
-Concept 1: retain the redundant driveway in front of the Art Center but
improve pedestrian safety by widening the crossing to the Art Center and
removing shrubbery; create pedestrian plazas and integrate landscaping
between the two sites; remove a storage shed to increase parking; add a
new driveway to connect the Main Library and Art Center. Net parking
impact is estimated at -1 parking spaces.
-Concept 2: remove the redundant driveway in front of the Art Center to
improve safety caused by speeding and cut-through traffic from Embarcadero
and Newell; reconfigure the parking area to a curved space to slow traffic and
better align the entrances to the Art Center and Main Library; create
pedestrian plazas and integrate landscaping between the two sites; remove a
storage shed to increase parking; add a new driveway to connect the Main
Library and Art Center. Net parking impact is estimated at +6 spaces.
-Concept 2B: Similar to Concept 2, but instead of certain parking spaces a
drop-off zone would be added. Net parking impact is estimated at +2 spaces.
Community Gardens Impact
The Community Gardens would be impacted if the driveway element is included in any
of the three concepts. Initial explorations suggested that connecting the Art Center and
Library parking lots with a driveway would require the relocation of up to twelve garden
plots. The relocation of these plots, however, could be mitigated by placing the plots in
an area used as an internal access road. With design refinements, this could result in a
net increase in the number of plots. The conceptual designs indicate that no redwood
or oak trees would need to be removed to construct the driveway, although one other
tree might need to be removed. This tree is not a heritage tree and its possible
removal has been reviewed and conceptually approved by the Planning Arborist.
At a community meeting on May 5, 2011, gardeners associated with the Community
Gardens expressed concerns about the possible loss of garden plots, the noise and
safety impacts of a driveway near the garden and the need for a buffer zone and
increased parking needs resulting from the loss of approximately two parking spaces in
the library parking lot needed for the driveway (see Attachment C). Gardeners
questioned whether some of the lawn area at the Main Library might be used for
parking, whether ‘parking lot full’ electronic signs could be employed or whether speed
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tables could be used to improve crossing safety in front of the Art Center. While all of
these are good ideas that merit further study, Group 4 Architecture could not delve
further into the options without Council direction and additional funding.
Discussion
The overall feeling from the public meetings was that the idea of integrating the two
sites merited further study, but that a driveway connecting the Main Library to the Art
Center through the Community Gardens might at worst be dangerous and at best be
unnecessary. Staff recommends that all of the concepts be developed further in order
to better identify the impacts to trees, garden plots, parking and safety. Staff believes
that mitigations may exist for the new driveway at the community garden, however, if
Council so desires further work on the parking and circulation piece could be eliminated
from further consideration by issuing a deductive change order to remove it from
contract Amendment 4.
Funding and Timing
If pursued, all or selected parts of design concepts 1, 2, and 2B would be more
completely developed, to a level at which tree, parking, cost and other impacts could be
more accurately identified. In addition, other options identified at various meetings
(such as using the lawn of the Main Library for overflow parking) would be considered.
The more detailed plans would then be reviewed at boards and commission meetings
(ARB, HRB, LAC, PARC), by the library and Art Foundation stakeholders groups, at a
community meeting and finally by Council. It is estimated that staff would return to
Council in late 2011 or early 2012 for direction on a preferred design, if any. The fee
for Group 4 is for complete construction documents so if Council later decides to not
continue with the parking and circulation design effort, the remaining portion of the fee
would not be used.
If a design option is selected by Council, that design would be completed and
advertised for construction bids, likely in early 2012. The Art Center is currently closed
for construction and the goal would be to have any new parking or landscaping
completed prior to its re-opening in the summer of 2012. If Council were to approve
the connector driveway, it and any related garden relocations or mitigations could be
deferred until the end of the construction of the Main Library. The Main Library is
currently estimated to be completed in late 2013 and if that schedule is maintained any
work on the driveway and garden area could be deferred until the summer or fall of
2013.
The design costs for parking and circulation improvements would be evenly split
between the Art Center (CIP PF-07000) and the Main Library (PE-11000), since the
improvements jointly benefit each site. Design Costs that would be included in this
amendment to the Group 4 Contract are as follows
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Parking & Circulation Design -
Amendment 4:
PF-07000
Art Center
PE-11000
Main Library
Totals
Design Services $ 41,948 $41,948 $483,896
Meetings and Participation $7,000 $7,000 $14,000
Additional Services/Contingency $ 4,895 $4,895 $9,790
Parking/Circulation Design Total: $53,843 $53,843 $107,686
The estimated construction costs of $1 million would also be shared between the Art
Center and Main Library projects. The exact cost-sharing proportion can be better
determined when and if a final design option is selected, but at this point an
assumption of 50 percent, or $500,000 to each site, could be assumed.
Main Library Window Upgrades
The Main Library design currently includes an upgrade of 1,125 square feet of windows
and 11 sliding glass doors in the staff area, which will increase the construction cost.
The existing sliding glass doors do not meet ADA requirements and need to be
modified.Significant portions of the existing window wall systems will need to be
removed and reinstalled as part of the proposed re-facing of the existing staff exterior
walls (Item 4).Instead of re-installing the old windows and sliding doors, more energy-
efficient ones would be installed, and would include ADA compliant doors.The cost of
replacing these windows and sliding doors was not included in the original bond
measure because the extent of remodeling work in the wall was not known at the
schematic design phase.The upgrade would be included in the bid package and it is
estimated that it will increase the bid price by approximately $170,000.The existing
windows in the public areas of the library will remain unchanged because they are
original and contribute to the historic fabric of the building.The staff-area windows and
doors that are proposed to be changed as part of this work are not original and are do
not contribute to the building’s historic identity (they were changed in the 1981 remodel
when the staff area was expanded). This information is presented for Council’s
information because it will lead to a construction cost increase. There is no design fee
increase from Group 4 Architecture for this item.
Library Bond Oversight Committee Review
These items may all be funded by bond funds, as they are consistent with the Measure
N language explaining that the buildings would be “renovated.” However, because
these items were not part of the initial design and cost estimates developed for the
bond election process, the Library Bond Oversight Committee recommended that
Council decide if it wishes to use bond funding to pay for items 1-9 above. Approval of
the additions to the Group 4 design contract by Council, as proposed by staff in this
report, would constitute that approval to use bond funding for those items.
Resource Impact
Funding for the additional $ 173,143 in design fees for the Main Library is available in
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PE-11000 and $31,055 from the Temporary Main Library PE-11012 CIP budgets.
Funding for $53,843 in design fees for the Art Center share of Site Integration Design
would be funded from the Art Center PF-07000 CIP budget outside of bond funding.
Even with the additional nine design elements, the parking and circulation piece
between the Main Library and Art Center and the window upgrades, the future
construction cost can be accommodated within the $76M bond proceeds due to the low
bids that have been received on the library projects to date. While approving the design
changes discussed in this staff report could increase the construction costs at the Main
Library by approximately $2 million, recent construction bids on the Downtown and
College Terrace libraries have been up to 30 percent below the engineer’s estimate.
There is currently anticipated to be little change in the construction climate by early
2012 when the project will be advertised for construction bids.
The Group 4 Architecture contract is for services at the Downtown, MPLCC and Main
libraries. It includes three previous contract amendments with a current value of
$6,771,606. The authorized contingency is $652,104, making the total authorization to
date for this contract $7,423,710. If approved by Council, Amendment No. 4 would
increase the contract authorization as follows:
Original Previous Proposed Revised
Contract Amendments
Amendment No.
4 Totals
Design Contract $3,483,080 $3,288,526 $234,583 $7,006,189
Contingency $344,200 $307,904 $23,458 $675,562
Total
Authorization $3,827,280 $3,596,430 $ 258,041 $ 7,681,751
A second bond issue has been scheduled prior to construction of the Main Library
improvements, regardless of whether any of the above improvements are approved.
For details on the bond issuance and the applicable tax rates and assessments for 2011,
see the Discussion section in CMR 337:10, August 2, 2010. Once the second series of
bonds is issued for Main Library work (estimated to begin in the fall or winter of 2012),
property owners will see a second increase in their property taxes. This increase is
dependent upon the amount of bonds required for the second issue and the prevailing
interest rate at the time of the bond sale. With the addition of the proposed
improvement items 1 through 9 above, and assuming the library’s share of the parking
and circulation improvements to be $500,000, the overall final library bond measure
costs are estimated to be roughly $ 6.8 million below the bond limit of $76 million.
The cost breakout for Amendment 4 to each CIP project is as follows:
Design
Element:
PE-11000
Main Library
PE-11012,
Temp Main
Library
PF-07000,
Art Center
Totals (includes
Contingency)
July 25, 2011 Page 14 of 15
(ID # 1438)
Items 1-9 $ 119,300 $119,300
Item 10, Art
Center/Library
Integration
$ 53,843 $ 53,843 $107,686
Design of
temporary Main
$ 31,055 $31,055
Totals
(including
contingency)
$ 173,143 $ 31,055 $ 53,843 $ 258,041
Policy Impacts
As discussed above the infrastructure improvements presented above are bondable
expenses under the Measure N bond, which called for renovations of the three
buildings. Since detailed design is typically not completed before bond funding is
authorized, it is common not to have all design elements identified during the
preliminary design phase and instead to be identified during more detailed design,
during the public review process, or during re-evaluation of the budget after actual
construction bids are known. Items 1-9 above are considered to fit into that category.
The Art Center and Main Library site integration was not considered nor discussed at
any public meetings leading up to the Measure N bond but only became identified
during the public review process of the Main Library. Although it is not related to code
compliance, deferred maintenance or library service enhancements, the integration of
the Art Center and Main Library sites is a renovation that would contribute to the
functionality of the library building and enhance the user experience by improving
entry, exit, and parking for the building.
While staff recommends further developing the concepts presented herein and
returning to Council for final approval of any concept arising from the public review
process, it should also be considered that if this particular improvement was not done,
bonds would not need to be issued to cover that amount, reducing the potential
property tax assessment,.
Timeline
The Downtown Library re-opened on July 16, 2011 and the MPLCC will be completed in
summer 2012. The design for the Main Library is approximately 50 percent complete.
Construction on the Main Library is anticipated to start in the fall or winter of 2012 and
last approximately one year.
The temporary Main Library will be located in the Art Center Auditorium and is included
as part of the Art Center construction. It is expected to be completed in summer 2012.
Costs for the temporary Main Library have been determined to be bondable and will be
funded with Measure N bond monies.
July 25, 2011 Page 15 of 15
(ID # 1438)
Environmental Review
On July 21, 2008, the Council confirmed the Director of Planning and Community
Environment’s approvals of a 2007 Addendum to the 2002 final Environmental Impact
Report for the Main Library.
Attachments:
·Attachment A Contract Amendment (PDF)
·Attachment B: Parking and Circulation improvements (PDF)
·Attachment C: Community Garden meeting minutes (PDF)
·Attachment D Public Comment Letters (PDF)
Prepared By:Karen Bengard, Senior Engineer
Department Head:J. Michael Sartor, Interim Director
City Manager Approval: James Keene, City Manager
MAIN LIBRARY:EXISTING SITE PLAN
Remove shed, (+4 parking spaces)
New connector driveway allows shared New connector driveway allows shared
use by both Library and Art Center
Visitors, (-2 parking spaces)Retain current parking
patterns & drive lanes: net 18
spaces (-3 spaces)
Create new central plaza,
Widen crossing and create
‘midway plaza’
p,
integrate landscape with
current Library Landscape
Design
Net impact: -1 parking space
MAIN LIBRARY & ART CENTER:Site Integration – Concept 1
Remove shed, (+4 parking spaces)
New connector driveway allows shared New connector driveway allows shared
use by both Library and Art Center
Visitors, (-2 parking spaces)Revise both parking patterns
& drive lanes: net 23 spaces
(+2 spaces)
Create new central plaza,
Widen crossing for drop-offs
& create new Art Center
forecourt with planting
p,
integrate landscape with
current Library Landscape
Design
forecourt with planting,
seating and improved
pedestrian circulation to east
parking lot.
Net impact: +6 parking spaces
MAIN LIBRARY & ART CENTER:Site Integration – Concept 2
Remove shed, (+4 parking spaces)
New connector driveway allows shared y
use by both Library and Art Center
Visitors, (-2 parking spaces)Revise both parking patterns
& drive lanes: net 21 spaces
(+0 space)
Create new central plaza,
Art Center – Library crossing
and forecourt with planting,
seating and improved
integrate landscape with
current Library Landscape
Design
seating and improved
pedestrian circulation to east
parking lot.
Expanded Drop-off zone
Net impact: +2 parking spaces
MAIN LIBRARY & ART CENTER:Site Integration – Concept 2B
Consolidated Bicycle
Parking
Expanded Drop-
off zone
Remove exiting shed.
New connector driveway
allows visitors to both the
Library and the Art
Center access all parking
resources
Provide pedestrian access to
East Parking lot from Art
Center Entrance
MAIN LIBRARY & ART CENTER:New Parking layout
Community Garden Meeting Minutes
Meeting Date: May 5, 2011
Location: Community Garden
Time: 6:00pm-7:00pm
Greg Betts, Director of Community Services, started the outreach meeting with an
introduction of City staff and the members of the community who were present at the
meeting. Greg stated that the purpose of the meeting is for City staff to hear the
community’s concern and ideas on way to connect parking areas and pathways of the
Main Library and Art Center.
Mr. Betts outlined the problems that City is hoping to address during the renovation of
the Art Center and Main Library:
Increase public parking for the Library, Art Center and Community Gardens
Accommodate parking for the new public meeting room that will be added to the
Main Library and for additional patron visitation at the Art Center
Reduce dangerous cut-through from cars travelling from Newell Road to
Embarcadero Road
Improve the efficiency of the separate parking lots at the Art Center and Library.
Reduce the number of drivers who jog from parking lot to parking lot via Newell
Road
Increase the number of community garden plots, if possible
The following are the community’s concern and comments on the idea of a connector
driveway between the rear library parking lot and east Art Center parking lot (see
drawing):
One person said that she had attended Monday night’s City Council meeting to
inform City Council that there was currently no information available on the
project which affects the garden plots.
Concerned about the existing shed being removed. What’s going to happen to the
plots next to the shed?
Likes the existing emergency access road (unpaved, between rows of garden plots).
It serves as a buffer between the parking lot and the garden. The Italian stone pines
currently provided shade for the gardeners.
Wanted to know who initiated the plans for the pass through road.
Would like to be informed when City staff meets with design consultant for the
design so that they can help organize the garden area during the design.
Is there another way to manage cut-through traffic in front of the Art Center
between Newell Road and Embarcadero Road?
Concerned that if City makes this road goes through, it’s just moving the problem
of cut-through traffic.
Suggestion: Install a no-turn sign at the entrance to the art center parking lot (so
that entrance is only from Embarcadero Road).
The lawn area in front of Main Library on Newell Road is useless and consumes a
lot of water. Can the City put the cut through road or parking in this lawn area?
Make sure that the connectivity piece is not just for cars but for people, too.
If a connecting road must go through the two areas, how about keeping it to only
one very slow lane? This will cut down on the amount of road needed, it will keep
cars going slowly.
Recommended that City staff e-mail conceptual plans out to the gardeners for
comment.
City may want to consider the loss of two parking spaces if the cut through road is
installed. (Staff mentioned that any design would need to net additional parking
spaces, not any less.)
City may want to consider using the ivy area on the north side for parking. People
currently parallel park there anyway.
Concerned about the existing Art Center carport being removed and replaced with
parking.
“I like the way that the parking is presently divided in a oblong shape, near the
garden parking area. Cars go slowly around that loop, and it is easy to drop off
books by car.”
Consider the clearance distance from parking to garden plots.
Cars exhaust effect on garden plots?
Encourage people to take more public transportation or ride bikes.
What about putting the parking lot under the Main library?
A participant enquired whether there’s a minimum parking space requirement for
the Main Library & Art Center project? Has the City met these requirements?
(Jonathan Hartman from Group 4 Architects responded by saying the plans for both
the Library and Art Center projects meet parking requirements)
Concerns about safety for children going from the garden to the Main Library.
What about a pedestrian path connecting the two sites, instead of a driveway?
What about a ‘parking lot full’ indicator at the entrance to each lot so that people
don’t have to drive back and forth (via Newell) searching for a spot?
ADA access to the garden is lacking. Any connectivity should address this issue. A
smooth accessible pedestrian trail would be preferential over vehicle connectivity.
Would like to see a very large oak tree replace the stone pines that are to be
removed.
Would like to see picnic tables and bike racks added to the area near the garden.
Would like to see the existing fencing around the garden improved.
Participants then said they would like to hear the project design from the Architect’s
point of view and would like to see the design options for the garden area. Dawn Merkes
and Jonathan Hartman shared a rough conceptual design with the audience (attached) but
stressed that the sketch was only a conceptual idea of how the two parking areas might be
connected for better circulation. Further design would have to be approved by Council.
Meeting adjourned at 7:00pm to Lucie Stern Center for next part of community meeting