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HomeMy WebLinkAbout0139.094February 10, ~994 HONORABLE CITY COUNCIL Palo Alt.o, california '-.~ . ULLUV UO'lRTlt 351 IOMJB Aymm-E -goYla,. 70B PIOro SALS Attention: Policy and Servioes co~ittee _. of the Council' '!Jt9t1 " Dri., This report requests council direction on the issue of a' Request tor Propo .. lll (Rl'P) (or an option to lea .. the Willi ..... property at ]5.1 BOIler Avenue ~ On Dee6aher 13, 1'93, council passed • aotion to reter to the Policy a.">d Service. c.,..ittee {PliSI the issue or a Request for Propo8al (Rl'P) for the Williams property and a lIlOre precise definition of the propcsa1 6 and directed staff to return with a Buclqet .A:aendaent ordinance (BAOj for the appropri.ate funds to provide for continued. .aiIltenanee ot the property.. On ,January 18, 1993, council approved a BAa for $4,500 in additional funds to _intain the property. nrneu ,"V-'t for Propo .. l. To facilitate discussion o~ the issue of a new RFP and .. aore precise definition of the proposal, a qeneral dascriptlon of the .ajor elements of the previous RFP follows. Attached i. a Blmmary of the RFP (Attaol1llent AJ and the RFP itself (Attachaent B). TIle RFP co~ists of an Inf~tion Flyer (su..arioing the offering) and a Proposal Package (including Proposal taras, Proposal ~estionnaire, form or Option to Lease, CMR:1l9:94 -- ... .. - -'~ .... : o 0 and form of Lease). Due-to its; length, copie.s of the Proposal Package are provided only for COUTICi 1 and Lihrary packets. T~_e Information Flyer has be~n reproduced tor all packets. complete cQ~ies of the RFP including the proposal Packaqe are available for review in the Real Property Office at city Hall as well a6 at all libraries e~cept Children's. The qoal of the RFP process is to 19ase the property under a lonq-tarm lease to a group or org&nl:z.a.tion which would improve, maintain and operate the property, at no cost to the City, as a use which would fit within the UBe restriotions of Rhona WilliaJl1S 1 will, provide public bene~it and praserve ana ~aintain the historic significancE of the property. The requi-'t'ements, conditions and features of the RFP are ba.aed on the te.rms ot Rhona williams' 'Will, req'.lired iJUprovements, the Historic Resources Report, the city's Policy and Procedures for Leased Vae ot City Land/Facilities (Attachment C}, and previous Council direction. Os. o( \hI Property and Term' of th' Will 'l'h4 RPP describe.s the requirements of Rhona williams' will that the property (generally) be usee! for park and/or cultural p'Urposes and requires the proposer to show how its praposed use satisfies the conditions of the vill. IDQ'9ir!14 'prey .. _at. ,nA E.tiut.ad COlt. The RFP identifies the minimum improvements and related estimated costs required. tor an.y use of the property. These improvB-lIIents and ccsts includ.e t..""le cost of the soils investigation that must be reial>ursed to the Cit:y ($7,850) I!nd the estimated cost ot the r8lloval ot the underqrollnd tan!< ($12 ,000 to 19,000 J • Total estlJDated cost of the miniJlUm required 11llprove!IIents is $118, !520 to $1.25,~20~ These costs do not inclu.de the cos.ts of any cleanup tha.t may be necessary in conjunction wit.., the removal of the tank. The RFP also identifies in a general way the additional Significant improvements that viii be required for conversion of the property to 6 non-residentia1 use~ The full cost of these improvements is not possible to estiRl3.te without. knoWing the nature ot the specific use of the property. liFteria Pr···ryalioa The Historic Resources Report includes quidelines and standards for historic preservation and rehabilitation of the property~ Depending on use, the cost ot complying with these guidelines .ay );)e significant. To ensure that the requirements of the RFP are not BO restrictive as to not be feasible for potential tenants, the R.P'P affords some degree ot tlexibility to tha proposers in addreSSing CMR:139:94 2 --~----- the historic quidelines and recommendations. However, the city :maintains the ability to control the appropriAte degree of historic preservation for the site through its evaluation and selection of proposals, required review and approval of the use and development plans durinq the option term and required im.plementation of the plans under the lease. The Historic Resou.rt:es Report is attached as Exhibit III to the option to lease aqreement ~ proposer s are requ ired to shoOW' how th~ir proposed improvements and modifications meet the ~~idelines and standards for historic preservation and rehabilitation o! the property, .as set forth in the Histor-ic l\.;,;sources Report. The. degree to which proposers meet the historic guidelines and r~endations is one ot the evaluation criteria for proposals. Consistent with the City's policy for the Leased Use of City Land/Facilities, proposers are also required to provide the followinq information., wh.ich viII be considered in evalul!ltinq proposals: 1) the extent to which the proposal satisfies .. public needj 2} the con.istency of the proposed use with City qoals and objectives as set forth in the Co.prehensive Plan and Zoning ordinancej 3) the iDpact of the proposea use on the: neighborhood, comrunity and environment; .) the deqree of puJ:lolic access and fees to De charqed. to Palo Alto citizens; 5) the monetary and DOnJIiiOnatary consideration to the City; and. 6J the history and IlSSealDlent of the proposer's ability to carry out the construction and operation of the facility and services as proposed. Proposals will be reviewed and evaluated tor recommendation to the City council by a proposal evaluation committe.e. coJllprised of representatives of city statt f"rOll Planninq., Reel Estate and Ccm.unity Services., as well !!IS & Bember of the Historic Resources Board (RRS) • •• yiew 8pO Approval of Ilana Dgrinq Optiop T.r. OnO$ a successful proposer bas been selected by the City council and the option to lease has been execu'te4, the optionet!'s plans 8UbIlitted for City review durinq the option period lNiiot include interior plans, structural plene, exterior elevationEll l interior elevations and landscaping plans, and .ust indicate specific plans and details of the historic preservation to be included in developing the property. These plans .ust be reviewed and approved by the HRB, the Architectural Review Board l Planning commission and tbe City Council. Also, durinq the option tertii, the optionee Ilust .~it and reeeiva approval from the city Manaqer or her designee of a lonq-term maintenance plan for the buildings and landscaping. CMR:139,94 3 , -"- o RtqUireO %.proyeme~ts .n~ Haintenence Under the Lea •• Required improvements under the lease are thos~ improvements identified and shewn in the plans approv6d by the City durinq the option tentl.. The lease also requires that all maintenance and repaire to the property be in accordance with the maintenance proqram approved by ~~e city during the option period .. eare. KaiiPt'DI'P-and Baaurlty puring tb, Qptiop .... n The REP requires proposers to submit a plan for the care, aaintenance and security of the. qrounds and house durinq the period of the option. This is a bid item along with the proposed public benefit and/or rent .. Groups Which have recently notified staff of their interest in uainq the Williams property are listed in Attachme.nt CoO Statt has not determined whether any of the listed or'9'anizationa voulcl ~lt!.ately use the property according to the restrictions of Rhona Williaas f viII, i.e .. , for ~rk and/or cultural purposes. Staffis experience, not only with the Williams property but other City-owned sites, is that it is otten the .case that nonprofit organizations proposing to use City property do not have the financial resources on hand to cover necessary costs of ~ve.ants and maintenance 8,nd rely on the City or future tund­ ra1sing efforts to provide these resources~ ... II! -Il t twatt4 !taiDa fOr Preparation, Approyal 'p4 SolicitatiCD of RlI If Council directs staff to prepare oS neli RFP for an option to lease the Williams property, the following is an estimated schedule ror its preparation, approval, and the solicitation and evaluation of proposals ~ Kie! Karch Early Kay Council directs statf to prepare the RFP RFP i6 approved by council Early July -proposals due septelll:>er - CMR.: 139: 94 • council reviews the Evalu~tion Committee's recommendation and awards the option to lease • ~' "99.0 p4.1;i oll It council wishes to proceed vith an RFf for an option to lease the ililliams. property, staff reCOll!lll.ena.a that. Council provide s.taff ..,ith direction as to what requira.ent~, features and conditions should be included in the RFP and direct staff tOo prepare an RP'P and return to Council tor its approval. Respectfully submitted, <}~ .. J1:ft(d~ JAImr F1tEELAIID ~~st \lector of ~= CC' Groups listed in Attachment D Historic Resources Board W. Davis Larsen Margaret and John Toor Attaa..ents: AttacblOent A, Attachment B, Attacbment C, Attachment D: summary of previous REP Prev! OUS R7P Policies" Proced.ures for the leased use o~ City land/facilities Groups interested in Williams property Related staff report .. : 0IR,J26,91 0IR:l0J:92 CMR: 188:92 CMR:208,92 CMR:435,92 CMR'49l,92 CMR:305:93 CKR:332:93 OIR'446:93 CMR:560:93 CMR,60e:9J CMR:1l3:94 CIIIt: 139:94 5 Attachment A SUMMARY -RHONA WILLI~~S PROPERrY REQUEST FOR PROPOSAL The Request tor Proposal (RFP) consists of I. J the Information Flyer ~nd II~) the Proposal Package. I. Information Flyer The Information Flyer summarizes the offering and will be sent to interested persons or orqanizations. The. In!'Ormation Flyer includes the tollowing information: A~ Minimum bid ($5,OOQ which reflects th~ estimated cost to solicit proposals) and date the propos~ls are due (June 2, 1992). B. General description of the property to be leased, including a location map. C. Statement of intent of the RFP and require~ents for use. o. Required i~provements, maintenance and historic preservation. E. SWDlDAry of the terms of the Option to Lease and: the Lease G. Instructions tor obtaininq the Proposal Package. II. Proposal Packag£ The Proposal package summarizes the prcposal requirements and proeedure& and lists the eValuation criteria. It includes the Proposal Forms, Proposal ~e6tionnaire, the Option to Lease and the Lease. A~ Option to Lease -The term of the Option is 2 years, and it may not be exercised \L~til the Optionee has fulfilled the following conditions: Paid the purchase reilllbursed the City soils investigation. price of the Option and for the $7,850 cost of t.he 2. Implemented its proposed plan for the care, security and JIlaintenance of the house a.nd qrou!'1ds. 3. subJaitted and received approval of its plan for removal of the underqround tank from City"s Fire. Marshall. 4. Submitted schematic plans of all proposed improvements within 6 months of the commencement ot c the option. S. Obtained Historic Re.sources Board, Architectural Reviev Board, Planning commission and City Council approval of tne development plans~ Plans must include historic preservation det~ils and City review includes interior plans ano landscaping. E. Obtained the llpprc'lals of the City Engineer and the Chief Building Official of the construction dra~ings, includinq a construction schedule. -, ~ Obtair.ed approval of its lonq term maintenance plans and schedule fo~ the building and landscapinq fLom Real Property Manager. e. Obtained any necessary zone change, permits and environmental clearances for proposed operation and improvements. 9. Satisfied the Director of Finance that sUfficient funds are available to i~plement p18ns approved by the City. 10. Obtained completion/performance bonds sUfficient to ensure funds to complate the approved plans. lL Paid the Security Deposit requirad by the Lease ($lO,OOO). 12. Provided evidence of insurance coverage in the amounts set forth in the Lease. B. Leas~ -The key provisions ot the Lease are as follows: 1~ premises: the property ar.d improvements located at 351 Homer Avenue. 2. Required uses: specific use is to be determined, but any use shall meet the terms of Rhona Williams will for park and/or cultural use. 3. Term: 20 years. 4. Rent: A minimUli: rent has not b!!en established. The allount ot any monetary rent will de.pend on the nature and value of the improvements and the public benefit (non-~onetary conside~ation) proposed~ S. I'Aprc>'''H!l1I'lents to be made by tenant: Required improvements are those improvements which are identified end shown in the plans 6pp~ovea by the City durinq the option· period.. Requ.ired improvements include removal of the undergrcund tank and any necessAry clean-up associated with the tank and any necessary asbestos abatement or caontBinment. Minimum cost of impr-ovements iii $1.50,000. E. confl.truction or-additional alteration by tena.nt subsequent to the initial construction~ Tenant may not make any chanqes to the property without prior City review and app~oval. s. Maintenance and Repairs: Tenant shall be responsible tor all maintenance and repairs in accordance with ~~e City-approved maintenance proqram to preserve tl'll!: historic features of the house and qarden. e. Assiqnments -Any assiq'nment or encumbrance of the lease must receive prior City approval. 9. Taxes and Assessments, Utilities: Tenant shall be responsible for all costs for utilities and taxes and assessments for the property. 10. Insurance: The Tenant shall maintain insurance provi4inq the followinq limits and eov~aqe: POLlCX MINIMUM LIMITS OF LIABILIty a. b. c. d. WORKERS' COMPENSATION Stat-utory COMPREHENSIVE Bodily Injury AllTOMOBlLE LIABILITY Property Oa~age including OtJr.ed, Hired., and Non- OWned A~tomobiles COIlMERCIJ>.L Bodily Injury GENERAL LIABILrTV including Property Damage Products oI:lnd and Completed Oper~tions., Broad Form Contractual and Personal Injury $1,000,000 ea person $1 * 000,000 -ea occurrence $1, 000. 000 -ea occurrence. $1,000,000 ea person $1,000,000 ee; occurrenc_e $1,000,000 aqqreqate $1., 000, 000 ea occ:urr.:nce FIRE AND EXTENOED COVERAGE Not less than 90t of replacement cost. " i Rhon3 Williams rroperty rnfo~tion Flyer L / ,-, , . , e INFO~~TION FLYER SUMMARY OF LE~SE OPPORTUNITY WR.B.T IS IT? WHERE IS IT? WHAT IS THE ZONING? WHAT USES WOULD BE PERHITTED? INSPECTION OF PREMISES: An opportunity to ob~ain a 2-year option to lease with a 20-yaar lease to develop and operate a cultural and/or park facility on City-owned property consisting of a 4400 square foot two story house on two parcels, totaling 30,000 s~uare feet, commonly known as the Rhona willia~s property (see attached maps) ~ At 351 Homer Avenue, Palo Alto. The property is currently zoned RM-30 (Medium Density Multi-family Residential) . Cultural and/or park use. Depending en the nature of the specific use, a conditional use permit or zone change may be required. The property tor lease will be available to view Monday through Friday, S a.m. to 5:00 p.m., !J.ntil .July 13, 1992. call Janet Freeland at (415) 329-2662 to schedule an appointment. WHEN ARE PROPOS~.LS DUE? Proposals are due before J :00 p.m. IS Tk~ A MINIMUM BID? HOW DO I GE"l' A PROPOSAL PACKAGE? Tuesday~ July 14, 1992 and should be submitted to: Manager# PurchasinqlContract Administration City of Palo Alto, First Floor P.O. Box 10250 Palo Alto, CA 94303 The minimum purchase of 55,000.00. acceptable the Option bid for the to Lease i$ If, aftsr reading this flyer# you woule like to obtain the request for proposals and proposal package, please conta~: Janet Freeland city of Palo Alto/Real Estate Division 250 Hamilton Avenue, P.O. Box 10250 Palo Alto, CA 94303 (415) 329-2662 1 The prcperty fo~ lease consists of two parcels (see attached site map). The west lot, on ~hich the t~o story residence is located, is 100' .by 210' and the east lot is 50' by 180'. Total land area is 30, 000 square feet (~69 acres).. 80th parcels are cUrl.-ently zoned mlJ.l t.i-fatnili~ resiaentirtl (RM-JO). The two storz' residence 'Was built. in 1907 and is listed as a Cateqory 2 Signific~nt Historic Buildinq on the city of Palo Alto Hist.oric Building Inventory~ The house is two 6"tories with 2,566 sq~are feet on the first floor, 1,826 square feet on the second floor, and a 600 square foot basemen~. There ie a detached garage and carport located at the rear of the property. A soils/tank inyestig~tion report has revealed the existence of an undergrour.d fuel tank and associated piping Which ~ill be th~ sole responsibility of the tenant to remove. The soils investiqation indicates it is possible there is some contamination from the tank on the site; however any required clean-up also will be the sole responsibility of the tenant. The house is in qeneral.ly good condition~ conversion to non­ residential uses will require that the house be upgraded to meet current code requirements including some structural improvements, handicapped access. etc.; hoW'ever, the Historic Building Code could modify some code requir~ments. The site is adjacent to residential use on the north and west, medical office use on the east and to the south across Homer Avenue is the Palo Alto Medical Clinic. :n:. MOD 1fI.LLIM8 PIlOPERn REQUIRED OSES ~ IMlROVIkIITS A. GENERAL STATEMENT OF INTENT OF REQUEST FOR PROPOSAL The property was bequeathed to the City by the late Rhona Williams. Ms. Williams specified in her will that the property be used for park 3nd/or cultural purposes, and jt is the City's desire to lease the property under a lonq term lease to e group or org~nization which could improve, :naintain and operate the property "for a use Which would fit the strict terms of Ms .. Williams' will, benefit the City and community as e Whole, and preserve and maintain the historic siqnificance of the p~operty .. The City seeks a long terM tenant to improve, maintain and operate the property so that no cost is in~4rred by the City fer operatinq or upgrading the facility and so that public benefit is generated for the City~ 2 B, RP.ONA WILLIA}1'S ?~OPE;RTY -REQUIREMENTS FOR USE Ms. williams' will provides that the p~operty shall be used for par~ and cultural purposes and shall not be sold by the City, nor leased for any parking lot or purely commercial venture, In her will Ms. Williams also recommends consideration of one or more vf the follo~inq uses: I} a gene~al science library; 2) a park; or 3) a center fer cultural purposes. She further suggests that as many of the existing trees as possible be retained on the property and that the land surrounding any building be maintained as a small park. The will also requires that the property be named as a mElmorial to Ms~ Williams' parents, Or. Thomas M. Williams and Dora Moody Williams. The terms of M3. williams' will generally require that the property be used for park or cultural purposes or some combination thereof. For purposes of this Request for Proposals} park use will be as de~ined under case law, which in general means a use that furthers the publi~'s recreation or enjoyment of the land and is not limited solely to use by particular individuals or qroups. cultural use will be as commonly defined in the dictionary. It will be up to the proposer to show how the proposed use meets the restrictions on the use of the property under Rhona Williams' will. The City will also require that the use of the property be of benefit to the City and community as a whole} that it is consistent with City 90~ls and objectives as set forth in the Comprehensive Plan ana zoning ordinance, and that the impact of the proposed use will ~ot be detrimental to the neighborhood, community and eTlvironment~ C. REQUIREMENTS FOR IMPROVEMENTS, MAINTENANCE AND HISTORIC PRESERVATION The tenant improvements necessitated will be responsible tor all a.nd 'maintenance required by the by the proposed use. property city or Improvements ~nd aaintenance required by the City are as follows: 1. Durinq the term of the option, the optionee will be responSible for the care~ maintenance and security of the grounds and house (interior and exterior). The plan for the care~ maintenance and security of the grounds and house is a bid item ahmg .. ith the proposed consideration (~onetary or non-monetary). 3 2. 3. 4. The tenant will be responsible for reirnbur$ing the City tor the cost of the soils investigation ($7.850.00). The tenar,t will also be responsible for removing the underground fuel tank. (currently estim~ted to cost $12,000 to $19,000) and the cost ot any associated soils clean-up, if necessary. In adcHtioo l Attachment A lists tha nd nimu!ll improvements ~nd esti~ated related costs that the Cit.y ... i11 require for any use~ The City will require that changes to the envelope and .form of the houser while not precluded, be kept to a minimum, that the floors and ~ooQ casework be preserv~d and that the gardens be restored to the greatest extent possible. A.dditionel information concerning historic preser'vation of the property is included belo'W". The total estimated cost for required improvements described in this paragraph and in Attachment A is $l18,520 to $1~5/52C. Additional significant imp~ovementB and !Iloclifications that ... 111 be necessitated by a non­ resldential use of the property are not possible to determine precisely wjthout knowing the nature ~f the specific use. However, Attachment B identifies in a general way the improvements that viII be required for conversion of the property to a non­ residential use. Because the property is historically significant, the Historic Buildinq code could ~odify some code requirements. The property is architecturally .and historically significant~ and the City desires to preserve as much of the historic significance and integrity as possible. The City has obtained an Historic Resources Report which describes the historic and architectural significance of tt,e structures and grounds, and suggests guidelines and standards for potential exterior and interior modificaticn(s) in order to aEisure appropriate: preservation of th.e property. This report is Attached as Exhicit III to the option agreement included in the pr-oposai pac~age. It ~ill be up to the proposer to show how i~s proposed improve~ent6 ~nd modifications to the property are responsive to the guidelines and standards for historic preservation and rehabilitation of the property as set forth in the Historic Resources Report. 4 III. SUMMARY OF LEASE AND OP'I'ION TO ~ A. OPTION REQUIRL~ENTS The .-successftl:l propos;er will be awarded a 24-mont.h Option to Le:ase the property. _'s reflected unde:-the form of the Option to Lease Agreement, duri~g the option period the optionee must care foz:, maintain and be responsible for security of the house and grounds, maintain insurance coverage acceptable to the City, reimburse the City for the cost of the soils re!';>Ort in the amount of $7.850.00, obtai~ plan approvals and permits required for the proposed i~provements and modifications to the property. including the removal of the underground fuel tank, and obtain city approval of any zone change. conditional use permit or any other discretionary approval that may be required for the proposed use. City review of optionee" s plans will include revie .... by the Historic Resources Board, A:"chitec·tural Review Soard, Planning commission (if applicable, and City Council vf both interior and exterior modifications to the house a.nd landscaping plans. The Option may be exercised at any time within the option period that the optionee has sati6factc~ily met all of th& Option requirements. B. OUTLINE OF LEASE PROVISIONS Some of the Lease provisions are hiqhlighted below. This information is net intended to be definite but is in~ended to provide a basic sumcary of the major lease provisions. It is the responsibility of each prospective tenant to review the request for proposals and proposal paCkage, end the documents contained in the package, includinq both the form of Option to Lease dOCllm2nt and ~~e form of the Lease, examine the economic environment, and make such further investigation as necessary to insure th.at he/she fully understand the natur~ of the undertaking and the obligations he/she will assume if the proposal is accepted. The form of the legal docum~nts may also be subject to change and further negotiation with the City, once the successful proposer is chosen and based on the proposed use of the propErty. 1. Term of Lease: 20 to 30 years based on negotiations. 2. Required use: cultural or park use or some combination thereof, based on the restrictions in R..l'J.on.31 Williams' will. 3. Rent: A minimum rent has not been established. 'I.'he amount of any monetary rent will depend on the nature and value of the improvements and the public benefit (non- 5 .. .. .',. monetary considerati~~} proposed . .4. Improvements to bE!: ~ade by the tenant: Required improvements are those improvements necessary to accommodate the proposed ~se and to preserve the historic integrity of the house and grounds and those which are identified and shown in the plans approved by the City during the option period. The tenant shall also remove the underqround fuel tank. and perform any associated cleanup O~ remediation that ~ay be necessary as a result of the presence of the tank. In addition i th4 City is aware that the heating d'~cts located in the basement of the house located on the premises contain some level of nonfriable asbestos-containing material" The tenant shall be responsible ter any asbestos abatement or containment to the extent required under all applicable building and safety ~odes and regulations, inclucing any applicable asbestos notification r~quirements under California Health and sefety Code section 25915 et seq4 5. Insurance: The tenant shall maintain the following insurance acceptable to the City in full force and effect throughout the terms of both the Option to Lease Agreement and. the l..ease. The policy or policies o,f insurance maintained by the tenant shall provide the following limits and cove~age, ~ith the City being named as additional inst.lred under the policy or policies: POLICY MINIMUM LIMITS OF LIAB~ 0 .• b. c. WORX!RS' COIIPENSATION Statutor~~ COMPREHENSIVE Bodily Injury AUTOMOBILE LIABILITY Propert}o" Oamage including OWned, Hi~ed, and Non- owned Automobiles COMMERC! ... .L Bod.ily Injury GENERAL LIABILITY including Property Damage prodUcts and and Completed Operati~ns, Broad Form Contractual and Personal Injury 6 $l,OOOfnoo ea person $l~OOO, 000 ea occurrence $1,000.000 ea occurrence $1,000,000 ea person $1,000,000 ea occurrence $1,000,000 aq9reqate $1,000,000 ea occurrence 'lOIRJ'(Y d. FIRE AND EXTENDED COVERAGE Not less thal"'\ 90'; ot replacement cost. 6. Assignment: Any a~5ignment or encumbrance of the laase must receive prior City approval. 7. Utilities: The te!"lant shall be. re.soponsible for all utilities supplied to the premises. S. Maintenance & Repair: The tenant shall be responsible tor all maintenance and repairs in accordance with a City-approved maintenance program to preserve the historic features of the house and garden. 9. Taxes and Assessments: The te!"l.ant shall be responsible for all t~xes and assessments {including but not limited to possessory interest tax). 7 Attachment A REQUIRED I>lPROVE;MEN'fS Carage repair/renovation'" Termite Work LandscapinC} Roof patching & skylight flashing Painting e~~erior , interior Strip/varnish iiOOd floor clean and oil finish ~ells Ceiling , winQow repairs Doer & driveway repair Vinyl flooring- Misc. electrical SUBTOTAL + lot TOTAL *!t garage is retained. 8 ESTIMATED COST .25,000 $10,000 20,000 2,500 13,000 5,000 5.000 2 .. 200 2,000 4,000 1 .. 000 89,'IQO 8,970 $98.670 • ~ttacbroent B ADDITIONAL GENERAL !MPROVEMENTS/MODIFICATIONS REQUIRED FOR CONVERSION TO NON-RESIDENTIAL USE 1. Provision of on-site parking. The number of required spac~s is determined by l1S~. 2. Installation of a commerci31 fire sprinkler system. 3. Electrical system brought up to code (Hi~toric Building Code could modify so~e requlrements). 4~ Addition of second exit from second floor. s. Existing railings at both sides of the main stairway must be extended. 5. The b~ilding and at least one toilet room must be accessible to the handicapped. 6. First floor joists and. foundation plates be bolted to the conc~ete foundation and there be positive connections at beam to post and piers. 7. Addition in the basement of a one-hour fire resisti~ construction ceiling ana eithe:-a :self-closing d,col:' or draft prevention devices. 9 lOCATiOIl flAP -.. --~AC:~· ~ · ... ~,.'i.,.e¢ cOI ... ,n''',;'r .... LJN'&. • --H< ,~, I ~ I .. , " :t ill! :a. ~ ~ '" '" '" " • .- : :11." • .&!;'"!... -:.::;~~ POLICY AND PROCEDURES 1-11 P!!Ig'e 1 of 6 REV1SED: August 1990 ~a pcrpose of this policy is to ensure that decisions re9a~djng use of City property ~re made in the best interests of the citizens and taxpayers of Palo Alto. This policy and its implementing p:!:'Clocedures Were approved by the City council on November 23 1 1981. The development and cplOrotion of heili ties by ethers (profit and/or non-profit entities] on City-owned property is appropriate enly when s\..ch d.evelopment and operAtion will furt.""ler public use or -provide II. putllic benefit. Such faei'l1ties and operat.ions J:'Iust be consistent with existing' City policies, plans, se.rvices an/j/or proce~ures. open c~3petitive and/or bid processes will be used to solicit proposals or provide opportunities to others prior to awarding an or ~ior.. to Lease. This policy shall not apply to short term int.ria leases where no sic;nificant change in u!:'! is proposed. A. Criteria for Permitting Leased Use of City Propattv by Other? The proposed leased use must be co~patible with~ incidental to, and/or supportive of, the primary public use of the city­ owned property~ e.q. a anack stand in a district park, or the pro shcp and coffee shop at the Golt Course. In the event of park deQic~ted la-neSt the proposed use shall be consistent with the. provisions set forth in the Charter of the City of Palo Alto, Article VIII, and the P~lo Altc Municipol Coda (PAKC), Sections 22.04 and 22.08 et. aeq., vbich require that uses ot puk dedicated land be park, playground, recreatien ur conservation related uses. E. Optipn to Lease In all cases where there are significant approval requirements (significant tenant construction and/or rehabilitation), financinq rsquirements {fundraising drives, obtaining financing from lending institutions t etc.}, or other tenant pre-operation conditiDns, the Council shall "ward an Option to Lease setting forth all pre-construction/operation con~itions as conditions to the tenant IS obtaining the le.as-e. The opt1o~ term ahell be for a reasonable period of time consistent vith the nature of the conditiQns of the option. --:: I POLl cY AND PROCEDDRES 1-J.l Page 2 of 6 REVISED: August 1990 Prior to ..alol'ardi:ng en Option to Lease for a specific use, consideratior. shall be given to particular infcrm~tion. (Specifi~ applioation and the relative import.nce of each of the following considerations will vary from $ite to &ite end by spacific US"" proposed). Applications for le.sed use shall provide the following information: 1. The extent to which the proposed leased use .atisfies a public need (e.g., by a significant number of Palo Alto resident.s and taxpayers) for the prcp~sed services and/or uses. 2. CensiBten~ of the proposed use with exi£tinS City goals and objectives (sat forth in the COIr.prehens1ve Plan, Zoning Ordinance, MuniCipal Code, and general municipal 8~rvic.~ ~bjective.). 3. Consistency of the proposed use with existinq plans tor the property Dr facility (lO.g., an opproved Master Plan). Tbe impact of the proposed uses, traffic impacts, conservation, etc.) upon: use (compatlble services and noise impacts, energy •• the immediate neighborhood, b.. the c.ommunity generally: and c. the environment CThe proposed tenant shall, durin; the Option period, satisfy t.~e City's environmental review procB.~.) 5. The degree of public access, includinq City shared use of the facility cr co-sponsorship of programs ~nd/or services, i.e., the numbers of p2ople, especially Palo Alto residants and taxpayers, that will be served by tbe p~posed use and/or service.. (It is the q~neral intent of the City to maximl~~ public access to its facilities and services, especially if park land is involved). 6. Tbit r .. es that ..,ill be charged to Palo Alto citizens. (It is the intent of th. City to provide public acce~s to it~ f&cili ties at prices and/or fees that are fair and reasonable to the public. In the case of p.rklands, any fee. and charqes should be minimum and ccnsistent with the fees and charges c! comparable city-prov1d@d aervlc ... ) 7. Tbe monetary cDnsideration to be provided to tbe City. --~-- POLICY AND PROCEDURES 1-11 page J of Ei REVISED: AUgust 1990 8. The history and assessment of the proposed qroup' S abi11 ty to ca.;:'"ry out the construction, if any, and operation of the facility and services as proposed. 9. A five-year pro-forma financial analysis of the propc3e~ use, setting forth the project revenues and expenses for this period of time. c~ P~blig Notificatipn 1. prior to awarding an option to Lease (or Lease if there are no pre-construction or pre-operation conditions), the city shall provide a reasonable and. appropriate opportunity to other groups or entities to respoI".d to possible use. of City facilities. Such reasonable and appropriate opportunities shall take one of the following forms: a~ A Notice of Intent to Award an Option to Lease (or Lease if there are no pre-construction or pre­ operation eonditions) generally outlining the conditions of the Option and Lease, shall be published daily tor one week in the Peninsula Times Tribune and twice in the Palo Alto Weekly. The Notice shall provide at. least 30 clays notice to the public prior to a pUblic hearinq fo~ council action to a~ard the Option to Leese. In addition, copies of the notice shall be mailed to residential property owners in accordance with Section 18.90.030 of the Municipal Code. Generally, this notice and hearing process shall be used when the proposed user 1& & non-profit entity pr~posinq a specific use providing a significa.nt. public benefit and when it appears that there are no other competing users~ b. A Request for Proposals will be sent to groups or entities likely to have an intarest in submittinq a propcsal), subsequent to a public hearing and Notice of Intent to Request Proposals being p~11shed in the appropriate media. At ~ minimum, the Notice of Request for Proposals shall be announced in the. f.gninsul,a Times Tribune and the Palo Alto Weekly and copies of the notice mailed to residential property owners in accordance with Section 18.90.030 of the Municipo.l Code. The Notice shall pr~Jid8 at least 30 days notice to the public prior to the public hearing. I ! I I · ;, '.": ~~;-- o POLICY AND PROCEDURES 1-U Pege 4 of 6 RE .... ISED: A'J!ll'st 1990 2. In preparation for public noticing, the applicant must provide the city Real Estate Division with: •• ,A Zone of Interest Hap showing the property proposed to ~. leased ~y the applicant/proposer and showing all parcels or properties within a distance of ~1.4 &eter. (300 feet) from the exterior boW'll!aries of the subject property. This map = be o~tdne~ from the Planning Department or the ~~lic Works Department, Engineering Division, at the Civic center, 2S0 Ha.milton Avenue~ If :more than one aap is req-.z1red to show the zone of interest, applicant/proposer must combine the maps into a ein91e map of not ~ore than lsn x lO~ size. l>. A Hat of atrut addresses, ~y l>loek, for all pr:>p"rtiBs within the zone o! inte.rest, for example, i:$:~&I~ H;ml Ac1~x:t!!Ii§:'s ~~e Codgi Bryant Street 100 througb 2S1 94301 Hamil ton AVlllll.1e 203 tbrougb 373 94301 c. f%'ha names and addresses, including zip codes for each parcel or property owner within the 91~' metar (30el feet) zone of interest properly typed on adhuive mailing' label ... Tbe Planning Departxoent or PI.1l:>l1c Works Engineering Division can provide a .ouree of suCh a~dres5e •• d. In the event that the City is the project proponent o~ such leased use, the sponsorinq City department/division, •. '1. Departxoent of Community Services, w111 provide this information to the Real htat. Dividon. 3. To ensura that notices will be ~ailed to tenants as well .... owners, the Real Estate Division will provide the Information Res~urce5 Department, Data Processing, with the list of addre.ses provided in 4~abcve and request mailing labels for all utility accounts charged to these addresliea. 4. The mailing lists generated by 8t~ps 2 and 3 above will be examined ~y the Real Estate Division for accuracy and to eliminate duplications. Notices will then be &ailed . . - ,"#',. ·~~<:~1.l ~ ~'".>- .. POLICY AND PROCEOORES l-l.l Paqe 5 of 6 REVISED, A~gust 1990 by the Division. In the event t):"t the proj act falls within the jurisdiction of an operatinq department, the operatinq City ~epArtment/division, e.q'l Department of community Services for recreational projects, will perform these functions. 5~ The newspaper advertise.ment announcing the public hearing shall be prepared and placed by the Real Estate Division with the assistance of the operatinq department, it any, involved with the project. 6. ~he costs ot co~plyinq with the above notice procedures shall be borne by the &uccess!'"..ll applicant/proposer and such SWII IShall be due and payable upon the s",,~ardin9 of the Option of Lease (or Lease, if there are no significant pre-operation conditions to be satisfied by the proposer). In the event the city is the project propon.ant, such costa will be borne by the sponsoring c!epartment. D. Ten~nt Improvements 1.. Construction of tenant improveCl.ents shall ta.ke place only after having received Council approval (as well as Plenning Commission and Architectural Review Board approval when otherwise required by city procedures) of plans for sucn tenant proposed ccnstruction. In t."'e event of park dedicate~ lanQs, council approval shall be by O~dinance subject to referendum (PAMC Sections 22.08.005 and 22.08.006). 2. Generally, improvements to the real property shall become the property of the City upon termination of the Lease .. Tanant-provided fixtu%"es sh!11l remain the property of the tena.nt. E.. TermS of the Uase 1. Tenant shall be required to provide City vith adequate compensation for t.1te. rights qrante-d by City to the tenant. Determination of appropriate consideration ShAll begin with tba estimated fair market ren~al value ot the lease premises tor the use proposed. consideration shall, however, be qiven to non-monetary benefits to be POLICY AND PROCEDURES :t-U Page 6 of 6 REVISED: August 1990 provid.e'" by the tenant.. 'f}:,ese proposed non-mor..etary :public benefits must be cle.arly articulated and must provide an actual bene tit to a significant portion of the oitizens and taxpayer. of Palo Alto. 2. Tb~ laa •• term shall b. the minimum period of the time required to.: B. amortize tenant'. investment in any permitted and apprcved tenu.t c,-,nstruct1on: and b. be oonsistent with the nature of the proposed tenant operation. NOTE. Question •• ~or clarification of this policy should be directed to the Kanaqer, Real Property. • ATTACHME/IT 0 The fDllowinq qroups or individuals have notified the Real Estate Division of their int~rest in using the Willia~s property. 1. 8andplay Therapy and Training Institute, Inc. a . Community Impact, Inc. 3. The Ameri~n Heritage Museum 4. The Perham Fo~~ation Electronics Museum S. Community Breast Health Project 6. 8ay ~..rea Action 7. Konte &ella PresChOOl 8. Pam Marsh et. a1. tor a family resource center.