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HomeMy WebLinkAbout2004-01-12 City Council (3)TO: FROM: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL ~ CITY MANAGER DEPARTMENT: PUBLIC WORKS 3 DATE: SUBJECT: JANUARY 12, 2004 CMR:112:04 APPROVAL TO ADD SCOPE OF SERVICES TO THE DESIGN OF THE MITCHELL PARK LIBRARY AND COMMUNITY CENTER CAPITAL IMPROVEMENT PROGRAM PROJECT TO PROVIDE FOR A SPACE PROGRAMMING STUDY TO IMPROVE THE FUNCTIONALITY AT THE CURRENT MITCHELL PARK LIBRARY FACILITY RECOMMENDATION Staff recommends that the Council approve the addition of a space programming study for the Mitchell Park Library design to be in the upcoming Request for Proposals (RFP) for the selection of a design architect for the project. BACKGROUND The Mitchell Park Library was built in 1958 and the Mitchell Park Community Center was built in 1970. Over the years, both buildings have been maintained but no significant upgrades have taken place. As a result, both buildings need a significant amount of work to replace infrastructure such as heating and ventilation systems, roofing and painting. In addition, both buildings need seismic upgrades and air conditioning is planned for both buildings. The scope of work for this work was approved by the City Council on February 10, 2003 (CMR:111:03) and included in the Adopted 2003-2004 Capital Improvement Program (CIP), (page 110). Complete replacement of these facilities was proposed in the November 2002 library bond measure (Measure D) that did not pass. After the failure of Measure D, the Library Advisory Commission (LAC) prepared a report with recommendations on how to proceed with needed Library improvements. These recommendations are included in the Palo Alto Library_ Plan Status Report & Recommendations (July 28, 2003). One of the principal short-term LAC recommendations, included in the report, is to improve the operational efficiency at Mitchell Park Library. Among the goals are to: CMR:112:04 Page 1 of 3 Focus on self-checkout with the objective of moving from 10% to 85% self checkout. Provide attractive cabinetry and individualized checkout areas to encourage self-checkout. Convert the libraries to present an "exciting bookstore look" where collections are attractively displayed and signage is important in helping patrons find what they are looking for. The Dewey Decimal system should be augmented by signs highlighting subject area. Encourage face-to-face personalized service by freeing librarians from the traditional, bulky, circulation and reference desks, enabling patrons to more easily find help when they need it while still encouraging self-service. Reduce backroom processing and materials handling through the installation of newer inventory technology systems. Discussion of the LAC’s Palo Alto Library Plan Status Report & Recommendations was held during the September 25, 2003 joint study session with the City Council. Several of the Council members supported these recommendations by encouraging more use of technology and patron-initiated checkouts and further evaluation of the methods and costs to improve efficiencies. DISCUSSION To best evaluate the changeS that would be needed to make the operation of Mitchell Park library more efficient and accommodate the Council/LAC recommendations, a space and programming study will need to be done by experts familiar with modem library operations. The scope of the proposed space study will include: ¯develop alternatives to reconfigure existing interior space (9,478 sq. ft.) to accommodate library patron self-service and incorporate merchandizing and display ideas; ¯evaluate the library’s service space and provide options to modify these areas to make best use of existing square footage such as improving book returns and processing to increasing visibility of materials; ¯determine whether enclosing the two library patio areas (of 672 sq. ft. each) is a viable option (see attached library floor plan Attachment A) to provide additional service area space; and ¯provide preliminary cost estimates for the proposed space reconfiguration. The space study will be confined to the existing building footprint, including the two outside patio areas mentioned above, and will focus on improving library efficiency while making it more useable by the public. Staff has prepared a Request for Proposal (RFP) for architectural design services to provide for the Council approved scope of work for the infrastructure improvements to the Mitchell Park Library and Community Center buildings. Staff proposes adding the space programming study scope of work for the CMR: 112:04 Page 2 of 3 Mitchell Park Library to this RFP. It is estimated that the space programming study will add $40,000 to $50,000 to the design cost ($290,000) of the project. RESOURCE IMPACT With the addition of the space programming study, the design cost for the project may increase by up to $50,000. There is sufficient funding in the project to cover this additional cost with $290,000 budgeted for design this fiscal year and $1,160,000 planned for FY 2004-05. (See Adopted FY 2003-04 Capital Improvement Program document, Project PE-04012, p. 110). Additional monies for design and construction will likely to be needed if the City Council approves the additional scope generated by the programming study. Upon completion of the space programming study, staff will bring back to the City Council options for funding the additional cost of reconfiguring the building space before proceeding with design of these improvements. POLICY IMPLICATIONS This plan is consistent with the citywide library and infrastructure policies and past Council actions. ENVIRONMENTAL REVIEW Environmental review is not typically required for renovation projects. The renovation projects will not increase the environmental impacts analyzed in the previously prepared conceptual designs for Mitchell Park Library and Community Center. The approved Mitigated Negative Declarations on file for both sites would still be applicable. ATTACHMENTS Attachment A: Mitchell Park Library Floor Plan PREPARED BY: DEPARTMENT HEAD: DEBRA JAI2OB S Project Engineer GLENN ROBERTS Director Public Works CITY MANAGER APPROVAL: ir HARRISON Assistant City Manager CMR:112:04 Page 3 of 3 The C i t .’, of Palo Alto Mitchell Park Library and Community Center Attachment A This map is a product of the City of Palo Alto GIS 40’ he City t~f Palo Alto Mitchell Park Library and Community Center Attachment A This map is a product of the City of Palo Alto GIS