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Home My WebLink About2001-10-16 City Council (3)TO: ATTN: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL POLICY AND SERVICES COMMITTEE FROM: DATE: CITY MANAGER OCTOBER 16, 2001 DEPARTMENT: PUBLIC WORKS CMR:384:01 SUBJECT:APPROVAL OF SCOPE OF SERVICES FOR MAIN LIBRARY/ART CENTER CONCEPTUAL DESIGNS RECOMMENDATION Staff recommends that the Policy and Services Committee review and approve the attached consultant contract scope of services for the Main Library/Art Center expansion conceptual designs and authorize staff to issue the request for proposal (RFP) for this project. BACKGROUND Policy and Procedure 1-10 stipulates that scopes of service for consultant contracts larger than $25,000 may be reviewed by the appropriate Council committee. CIP Project No. 10204, Library Master Plan, includes $125,000 to enter into a consultant contract with an architectural firm to provide conceptual design services for the expansion of the Main Library. On September 19, 2001, Council approved a Budget Amendment Ordinance for the Library Master Plan which included $125,000 to enter into a consultant contract with an architectural firm to provide conceptual design services for the expansion of the Art Center. DISCUSSION Staff has discussed the advantages and disadvantages of selecting one or separate architectural firms to provide the conceptual designs for the Main Library expansion and the Art Center expansion projects. Staff feels there is an overall benefit in hiring one consultant for the following reasons: ¯Although separate consultants could design the separate buildings, staff felt it was important to have one consultant design the site, including parking, landscape and community gardens. ¯There will be better coordination of the separate building projects if designed by one firm, particularly with any potentially shared spaces. CMR:384:01 Page 1 of 3 ¯There will be a potential cost savings in hiring one consultant versus two as the larger the project, the smaller the percentage of the estimated construction cost is used to determine the architect’s fee. ¯There will be significant savings in staff time by having one consultant solicitation instead of two. ¯One consultant can present both projects to stafg the community, the Boards and Commissions, and to Council each time those groups meet. This will require considerably less staff time to coordinate and staff those meetings than would be the case if the projects had to be presented at separate times by separate consultants to the above groups. In order to ensure that the architect has experience with both library and art center projects, the request for qualifications (RFQ) & RFP will suggest that architecture firms with experience in libraries or art centers only partner with another architect or firm that has experience in the other building type. Staff has discussed the process for selecting an architect to provide conceptual design services for the Main Library expansion and the Art Center expansion. Recently, staff ~onducted a two step selection process for the Mitchell Park Library/Community Center feasibility study that worked very well. Staff would like to use the same process for this project.. The first step in the selection process is to issue a RFQ. RFQ’s were sent out on October 3, 2001. Interested firms will submit statements of qualification (SOQ) on October 19, 2001. The SOQ consists of a letter of interest with general information about the firm’s qualifications and experience. The SOQ’s will be reviewed by staff and the leading candidates will be sent a more detailed request for proposal by the end of October. Firms submitting a proposal will be interviewed in December. The Main Library/Art Center Project Site Committee, consisting of representatives from the community gardens, the Art Center Foundation, the Library Advisory Commission, Friends of the Palo Alto Library, Libraries Now!, and City staff, will conduct the selection process, participate at the interviews, and select the consultant. RESOURCE IMPACT Funds are budgeted Capital Improvement Program Project 10204, Library Master Plan. POLICY IMPLICATIONS This recommendation is consistent with existing City policies. TIMELINE Staff anticipates selecting a consultant by the beginning of December 2001. will then be prepared and presented to Council for approval in February 2002. A contract CMR:384:01 Page 2 of 3 ENVIRONMENTAL REVIEW Approval of the scope of services and selection of the consultant does not require environmental review. The Main Library and Art Center projects will both be subject to the requirements of the California Environmental Quality Act (CEQA) and the CEQA process will start during the conceptual design process. ATTACHMENTS Attachment A: Draft Scope of Services for Main Library/Art Center Expansion RFP PREPARED BY: DEPARTMENT HEAD: BOB MORRIS Senior Project Manager GLENN S. ROBERT~ Director of Public Works CITY MANAGER APPROVAL: EMILY HARRISON Assistant City Manager CMR:384:01 Page 3 of 3 PART 1T[ - SCOPE OF SERVICES ATTACHMENT A B= Main Library & Art Center Conceptual Design Services Description of Proiect The City of Palo Alto is requesting proposals~from firms and individuals interested in providing architectural conceptual design services for the City’s Main Library and the City’s Art Center. The City’s Intent Is To: Complete the current Main Library/Art Center feasibility study and have City Council approve a site option recommendation in February, 2002. Enter into a contract with a consultant to have architectural conceptual designs prepared for the City’s Main Library and the City’S Art Center utilizing the City Council-approved feasibility study site option. Have the consultant present the conceptual designs to the community, City staff, various boards and commissions, and the City Council. Have the consultant prep&re cost estimates of the conceptual designs. Upon the City successfully obtaining funding for the Main Library and/or the Art Center project, amend the consultant contract to include complete architectural design services. Ideal Qualifications The City is inviting submissions from consultants with expertise and experience in the following areas: ¯Architectural design of libraries and art centers. Consultants may consider forming partnerships to provide this experience. ¯Green building and sustainable design ¯Soliciting design input from the community and incorporating this input into the architectural design ¯The ability to work closely with City staff, boards and commissions and the buildings’ users ¯Preparation of accurate construction cost estimates for building projects ¯The ability to complete work on-time and on-budget ¯Working collaboratively with artist(s) to incorporate public art elements into the overall design PART III - SCOPE OF SERVICES D. Backgroun~ The City of Palo Alto owns and operates two separate facilities, the Main Library and the Art Center, located on contiguous sites at the corner of Embarcadero and Newell Streets. In 2000, the City of Palo Alto’s Library Advisory Commission produced the New Library Plan, which was conceptually approved by the City Council. The Plan calls for a substantial expansion of the Main Library. In 2001, a program was produced for the Main Library, also recommending a substantial expansion of the facility. In 1999, the City Council voted in favor of a public/private partnership with the Palo Alto Art Center Foundation to explore the feasibility of expanding and renovating the Art Center. In 2001, the Art Center Foundation hired architect David Robinson to prepare a program that called for a substantial expansion of the Art Center. In 2001, the Art Center Foundation contracted with Mark Cavagnero Associates to prepare a feasibility study to determine the site options for expanding both the Main Library and the Art Center. The feasibility study is ongoing, with an expected completion in January, 2002. A Main Library/Art Center Joint Project Site Committee (Site Committee) is in place to: review the feasibility study work; select a consultant for the architectural conceptual design work; and meet with that consultant regularly to coordinate and review the conceptual design work. In February, 2002, the City intends to have the City Council select a site option that will identify the approximate size, location and height for both the Main Library and the Art Center, as well as the approximate location, size and type of parking facilities, landscape, hardscape and the community gardens. E=Elements ~Task 1. Preparation work City will provide consultant with the Guiding Principles of the Joint Site Stud~ the feasibility study and the Council-recommended site option. City will provide consultant with the current programs and all existing plans, specifications, structural calculations, geotechnical reports, engineering and architectural assessments, etc. for the Main Library and the Art Center. Site Committee and consultant will meet to develop the process and schedule for the work. PART IH - SCOPE OF SERVICES Task 2. Community outreach ¯ City will arrange a community meeting in order for the consultant to receive input regarding the community’s concerns, goals and desires for the Main Library and the Art Center projects. ¯Site Committee and consultant shall meet to discuss the input from the community meeting and to discuss and prepare for the preparation of initial conceptual designs. Task 3. Initial conceptual designs ¯ Consultant shall prepare approximately three initial conceptual designs for both the Main Library and the Art Center, utilizing and developing the feasibility study site option recommended by City Council, the programs and the community input. The designs will consist of presentation-quality site plans, elevations and perspective sketches. ¯Site Committee and consultant shall meet to preview the initial conceptual designs and to discuss and prepare for the presentation of the initial conceptual designs. Task 4. Presentation of initial conceptual desiqns ¯ City will arrange meetings with the following groups in order for consultant to present the initial conceptual designs: ¯City staff ¯Architectural Review Board (ARB) ¯Historical Resources Board (HRB) ¯Planning and Transportation Commission (P&TC) ¯Parks and Recreation Commission (P&RC) ¯Library Advisory Commission (LAC) ¯PublicArt Commission (PAC) ¯ City anticipates there will be four meetings total: one with City staff; one joint meeting with ARB/HRB/PAC; one joint meeting with P&RC/LAC; and one with P&TC. -"l’ask 5. Final conceptual desi.qn ¯ Site Committee and consultant shall meet to discuss the initial conceptual design presentations and to discuss the preparation .of one final conceptual design for each facility. ¯Consultant shall prepare one final conceptual design each for the Main Library and the Art Center incorporating the input, recommendations and direction received in the meetings in Task 4, and consisting of, at a minimum, presentation-quality site plan, elevations and perspective sketches. ¯Consultant shall prepare and deliver a construction cost estimate for each of the final conceptual designs. PART III - SCOPE OF SERVICES Task 6. Presentation of final conceptual desiqns ¯ Site Committee and consultant shall meet to discuss and plan for the presentation of the final conceptual designs to City Council. ¯City shall arrange a meeting with the City Council for consultant to present the final conceptual designs and estimates. Consultant Selection The consultant will be selected based upon qualifications, experience, work schedule and references from similar projects. For further selection criteria, see Section 100, "Proposal Instructions and Special Conditions." G.Proposed Timeline (all dates tentative) October 29, 2001 November 15, 2001 November 27, 2001 December 6, 2001 Dec ’01 -Jan ’02 February 11, 2002 February 18, 2002 End of February 2002 March 2002 April 2002 June 2002 RFP issued Pre-proposal Conference Deadline for receipt of Proposals Interviews, consultant selected Contract negotiated, prepared, reviewed, signed Contract approved by City Council City issues Notice to Proceed Consultant meets with Site Committee to plan work Community outreach meeting Cofisultant prepares and presents initial conceptual designs to Boards and Commissions Consultant prepares and presents final conceptual designs to Council H.Questions Regarding This RFP If you~have any questions regarding this RFP, please contact Laura Pearce, Purchasing Department, at (650) 329-2162 or via e-mail at laura_pearce@city.palo-alto.ca.us. !.-- "-Rights of the City of Palo Alto This RFP does not commit the City of Palo Alto to enter into a Contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. PART III - SCOPE OF SERVICES The City may investigate the qualifications of any Proposer under consideration, require confirmation of information furnished by the Proposer, and require additional evidence or qualifications to perform the Services described in this RFP. The City reserves the right to: 1.Reject any or all proposals. 2.Issue subsequent Requests for Proposals. 3.Postpone opening for its own convenience. 4.Remedy technical errors in the Request for Proposals process. 5.Approve or disapprove the use of particular subcontractors. 6.Negotiate with any, all, or none of the Proposers. 7.Solicit best and final offers from all or some of the Proposers. 8.Award a contract to one or more Proposers. 9.Waive informalities and irregularities in proposals. Guiding Principles for the Joint Development of the Main Library and the Art Center 1) 3) 4) 5) 7) 9) The library and art center facilities should enable the two institutions to fulfill their respective missions The building/buildings should create a unified, complementary appearance They should create a presence and have a clear identity The entrance should be obvious for both pedestrians and drivers Site design should encourage the use of both facilities Space should be used efficiently and creatively Provision should be made for new ideas, new programs, and new synergies The library and art center should seek ways to coordinate and integrate services and programs Exhibits Reception area / ilfformation desk Technology . Auditorium Gift shop Meeting room Cafe Kitchen Patios Outdoor program spaces Technology Reception and information area The site design should provide for the easy flow of foot, car, and bicycle traffic as well as ample parking The building/buildings should be environmentally sensitive "~’~-en buildings" trees and landscaping outdoor spaces indoor - outdoor circulation Both capital costs and operating expenses of the new buildings are important The library and the art center want to be good neighbors Community gardens Neighborhood Feb 24,2001