The URL can be used to link to this page

Home My WebLink About2001-08-06 City Council (18)TO: FROM: DATE: SUBJECT: CITY MANAGER AUGUST 6, 2001 City Manager’s.Rdl drt HONORABLE CITY COUNCIL DEPARTMENT:COMMUNITY SERVICES CMR: 319:01 APPROVAL OF A CONTRACT BETWEEN THE CITY OF PALO ALTO AND THE PALO ALTO ART CENTER FOUNDATION IN AN AMOUNT NOT TO EXCEED $100,000 TO CONDUCT SPATIAL AND FEASIBILITY STUDIES OF THE ART CENTER AND MAIN LIBRARY SITE. RECOMMENDATION ¯ Staff recommends that Council approve and authorize the Mayor to execute the attached contract with the Palo Alto Art Center Foundation in an amount not to exceed $100,000 for conducting a programming and spatial study of the Art Center, an engineering and architectural assessment of Art Center facility, and a feasibility study of the Main Library and Art Center site. BACKGROUND The Library Advisory Commission’s ’~ew Library Plan" calls for a substantial expansion of the Main Library. Coincidentally, the Art Center Foundation (Foundation) has formulated plans to expand classrooms and remodel the adjacent Art Center. It has become clear to staff that it would be neglectful to look at these two projects in isolation from one another. These facilities occupy the same finite piece of land and since there are some functions that could be shared between facilities, such as office space, meeting space, restroom facilities and community space, it would be prudent to do a feasibility study of the entire site. The study should identify possible alternatives for facility placement, expansion and/or remodeling options or possible integration of the two buildings. PROJECT DESCRIPTION The proposed contract formalizes a working partnership between the City and the Foundation to provide joint funding for pre-architectural studies for the proposed Art Center expansion and renovation and a site feasibility study for the Main Library and Art Center location. These studies will provide the City with the required information to begin conceptual architectural designs for the expanded and/or replaced facilities. CMR:319:01 Page 1 of 3 Upon execution, this contract will enable the City to match Foundation payments up .to $100,000 for expenses incurred for the following studies: Program needs assessment and facility spatial requirement study of the Art Center program and facilities; Engineering and architectural assessment of the condition of the current Art Center building; Site feasibility study for the eleven-acre Main Library and Art Center site located at the corner of Embarcadero and Newell Roads. The study will culminate in a report that provides alternatives for use of the site including a recommended alternative. The study will incorporate input from the community as well as any mandatory public meetings and will address facility, landscaping, traffic and parking issues. The study will also provide preliminary cost estimates for each of the identified alternatives. Under this contract, the Foundation will provide contract administration for the studies. The City and Foundation will jointly manage all projects. The Foundation will bill the City for fifty percent of each invoice up to a total payment of $100,000. To facilitate this contract, the City will provide existing building drawings and other pertinent documents, as well as staff expertise from the Community Services, Public Works and Planning Departments. At the completion of the project, the materials produced in this study will become the property of City. All materials and documents relating solely to the Art Center will become the shared property of the Art Center Foundation and the City. RESOURCE IMPACT This City’s portion of funding ($100,000) is being provided from the existing Community Services Department’s operating budget, as well as from existing budgeted funds received from the Public Library Fund dedicated for this project. POLICY IMPLICATIONS Policy implications, that are unknown at present, may arise from information developed through the site feasibility study. These will be identified and brought back to Council for direction. ENVIRONMENTAL REVIEW These projects are categorically exempt from the California Environmental Quality Act (CEQA). Future projects may not be exempt and may be subject to CEQA review. CMR:319:01 Page 2 of 3 ATTACHMENTS Attachment A: Attachment B: Contract Agreement with the Palo Alto Art Center Foundation Scope of Services PREPARED BY: RICHARD J~S Deputy Dire&o/r, Community Services DEPARTMENT HEAD: PAUL THILTGEN Director of Community Services CITY MANAGER APPROVAL Assistant City Manager CMR:319:01 Page 3 of 3 . . Attachment A AGREEMENT BY THIS AGREEMENT MADE AND ENTERED INTO ON THE DAY OF BY AND BETWEENTHE CITY OF PALO ALTO "CITY", AND Palo Alto Art Center Foundation NO. 19__[DATE TO BE ENTERED I.BY CITY PURCHASING a (ADDRESS) 151~ Newe±± Road (C~TY) Palo Alto (ZIP) 94303 (PHONE) 329-2366 "CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: ¯ CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE: TITLE: (DESCRIPTION) See attached "Scope of Services" ¯ EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBYARE MADE.PART OF THIS AGREEMENT: Exhibit A, Scope of Services ¯ TERM TUE SERVICES AND/OR MATERIALS FURNISHED.UNDER THIS AGREEMENT SHALL COMMENCE ONJune 30, 2002AND SHALL BE COMPLETED BEFORE Date of Agreement , CO M PENSATION FOR’mE FULL PERFORMANCE OF TH,S AGREEMENT: ~ ClTY SHALL PAY CONTRACTOR:An amount not to exceed $i00,000 [] CONTRACTOR SHALL PAY CITY: ¯PAYMENT RECORD (DEPARTMENT USE REVERSE S~DE) ¯CITY ACCOUNT NUMBER: IKEY CODE OBJECT ! PROJECT PHASE NO. t DOLLAR AMOUNT 02~i0010 3199 $50,000 02816100 3199 $50,000 GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRI’ITEN ABOVE. HOLD HARMLESS. CONTRACTOR agrees to indemnity, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands, claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by CONTRACTOR. ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations, statements, negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTAT, VE FOR C,TY Richard JamesNAME DEPT.Community Services PALO ALTO, ~_3~51 Telephone CONTRACTOR sOC,AL SECUR,~OR ,.R.S. NUMBER ¯INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER ¯CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW) CITY DEPARTMENT "~r--] FundsBudgetedHave Been INSURANCE REVIEW (2) : :: A~PROVAL~VER $~25;000 PURCHASING & CONTRACT ADMINISTRATION (3) RETAIN GREEN COPY CONTRACTOR REV. 6/98CPA02782 Attachment B Agreement between the Palo Alto Art Center Foundation (Foundation) and the City of Palo Alto (City) to Conduct a Programming and Space Study for the Art Center and a Site Feasibility Study for the Main Library and Art Center Location. This agreement provides for the City of Palo Alto’s participation, with the Palo Alto Art Center Foundation, in the development of a facility master plan for the proposed Art Center expansion and the development of a site feasibility study for the area occupied by the Main Library and the Art Center. General Understandings: ¯ The budget for the-project is $200,000, which will be shared 50/50 basis. The Foundation will bill the City for one half (50%) of each expense associated with the studies, up to $100,000. The Foundation will send its own invoice with supportingdocuments and consultant invoices to Richard James, Deputy Director, Community Services~ 1305 Middlefield Road, Palo Alto, CA 94301. Because the long term outcome of these preliminary studies may culminate in a City Public Works project, City staff representatives will participate and have an active voice in all aspects of these studies, including but not limited to all committee work, public meetings, document review and comment, on-site visitations by consultants, and consultant/firm interviews and selection. This contract commences at the: signing if this agreement and is to be completed by June 30, 2002. Work is expected to be completed ahead of this date, but the date will ke+p the contract in force should any follow-up work be advisable. All firms and individuals contracted by the Foundation must adhere to the City’s insurance and liability requirements. At the completion of the project, all materials produced become the property of the City of Palo Alto. Plans and documents related to the Art Center expansion will also become property of the Art Center Foundation. Scope of Services ¯The Foundation will authorize contracts with the selected firm/firms to conduct the study. Consultants will be selected through a request for proposal process. The Foundation will pay all invoices associated with the projects within in the accounts receivable guidelines and timelines specified within the contracts set with the firms/individuals. Studies to be funded in this agreement include, but are not limited to: ¯ A program needs assessment and facility spatial requirement study of the Art Center program and facilities. ¯An engineering and architectural assessment of the condition of the current Art Center building. ¯A site feasibility study for the eleven-acre Main Library and Art Center site located at the corner of Embarcadero and Newell Roads. Study will culminate in a report that provides alternatives for use of the site including a recommended alternative. The study will incorporate input .from the community as well as any mandatory public meetings (ARB, Planning Commission, Historic Resource Board, etc.) The study will also provide preliminary cost estimates for each identified alternative. To facilitate completion of this project, the City will provide building drawings, existing studies of the buildings and staff expertise, notable from Community Services, Public Works and the Planning Departments. Approved: Approved: Date: For the City of Palo Alto