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HomeMy WebLinkAboutCC Resolution 7672 (Library Building Program)RESOLUTION NO. 7672 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE EXECUTION OF A CONTRACT WITH RAYMOND HOLT & ASSOCIATES TO PREPARE A LIBRARY BUILDING PROGRAM THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: The MAYOR and CITY CLERK are authorized to execute, on behalf of the City of San Rafael, an Agreement for Professional Services with consultant, Raymond Holt & Associates, to prepare a Library Building Program and conduct a Site Study, a copy of which is hereby attached and by this reference made a part hereof. I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 19th day of January , 1988, by the following vote, to wit: AYES: COUNCILMEMBERS: Boro, Breiner, Frugoli, Thayer & Mayor Mulryan NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None JEA �.LEOAINI, City erk s �l jt � ' ��Tz ', L���i� 4t�G�d AGkt;EMENT FOR PROFESSIONAL SERvICES This AGREEMENT is made and entered into January, 1988, by and between the CITY OF SAN referred to as City) and RAYMOND M. HOLT AND called Consultant. A. Scope of Work: this �U'o day of RAFAEL (hereinafter ASSOCIATES (hereinafter In accordance with this Agreement, the Consultant agrees to prepare a Library Building Program and assist in selecting a suitable site for the new San Rafael Public Library Building. These services will be performed according to the schedule and work tasks outlined in exhibit "A", titled, Proposal For Preparing a Building Program, Conducting A_Site 5tudv. Providing PI-an-Reviewss And Other Library Consultant iC Exhibit "A" is attached and incorporated herein by reference. B. Direction: The Consultant, in performance of the Scope of Work referred to above, will work under the direction of the City's Library Director or the Director's appointed representative. It is understood and agreed that the Consultant is, and at all times shall be, an independent contractor and nothing contained herein shall be construed as making the Consultant, or any individual whose compensation for services is paid by the Consultant, an agent or employee of the City, or authorizing the Consultant to create or assume any obligation for or on behalf of the City. C. Payment of Fees and Expenses: The cost of fees and expenses for the work outlined in Exhibit "A" will not exceed $25,000, this cost does not include the cost of printing the final building program and site selection report. Additional Consultant field trips may be provided at the Consultant's daily rate ($560) plus reimbursement for expenses following the Library Director's written approval. The City will make payments to the Consultant upon receipt of progress invoices, representing the actual cost of fees and expenses to the date of the invoice. D. Terms: The term of this Agreement shall be through August 31, 1988. Either party may terminate, with or without cause, by giving the other party thirty (30) days written notice. In the event of Agreement termination, the City shall pay Consultant all sums due and unpaid under this Agreement. Payment by City of such compensation shall be considered full and final settlement for all work performed by the consultant under this Agreement. All completed reports and other documents and materials described in Attachment A shall become the property of the City. B. Arbitration: Consultant and City agree to submit any claims arising under this agreement to binding arbitration pursuant to the current provisions of the California Code of Civil Procedure and any successor statutes. F. Hold Harmless: Consultant agrees to defend, indemnify, protect, and hold City and its agents, officers, and employees, harmless from and against any and all calims asserted or liability established for damages or injuries to any person or property, including injury to consultant's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of consultant and his agents, officers or employees, in performing the work or services herein described, and all expenses of investigating and defending against same; provided, however, that consultant's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers, or employees. G. Alterations: This Agreement may modified, as necessary, for the successful and timely completion of the services to be provided. Any alteration shall be expressed in writing, as an amendment to this Agreement, and shall be approved by both parties. Amendments to Attachment A may be made by mutual agreement of Consultant and City's Library Director. IN WITNESS WHEREOF, City and Consultant have caused their authorized representatives to execute this Agreement the day and year first written above. ATTEST: J;3 E M. L�INI City Clerk APPROVED AS TO FORM: AR . `'RAGGHIAN y ttorney APPRO�J D AS C Vaugi St)tfor d, Li; Y"I* ry Director CITY OF SAN RAFAEL LAWRENCE E. MULRYA Mayor CONSULTANT RA Q M. HOLT Raymond M. Holt & Associates Page 1 PROPOSAL FOR PREPARING A BUILDING PROGRAM, CONDUCTING A SITE STUDY, PROVIDING PLAN REVIEWS AND OTHER LIBRARY CONSULTANT SERVICES FOR THE SAN RAFAEL PUBLIC LIBRARY By Raymond M. Holt, Library Consultant July 8, 1987 In anticipation of its new Library Building, the San Rafael Public Library must make some of the most important planning and programming decisions in its distinguished history. Questions must be answered ranging from those concerned with location to the myriad of questions relevant to space needs and the organization of functions to assure the cost effective delivery of library services for the next twenty years, or more. This effort must be followed by the selection of the best design professionals available to translate the program into a functional Library Building which will attract users while enhancing the public architecture of San Rafael. Perceptive and detailed plan reviews must then be provided as part of the design process to assure that architectural and interior design accurately reflect the requirements represented by the approved building program. Because of our extensive experience and sincere interest in this project, Raymond M. Holt and Associates, Library Consultants, is pleased to offer its services as described in this proposal. Combining our skills and knowledge with those of the Library and City's representatives should form the strongest possible project team. Our association with this project began several years ago when the San Rafael Public Library was a part of the library buildings needs assessment study for the public libraries of Marin conducted by the Consultants in 1985-86. This study was undertaken in conjunction with the long range plan study provided by Joseph A. Matthews and Associates. The firm of Raymond M. Holt 6 Associates, Library Consultants, has gained a national reputation for developing Page 2 distinctive and reliable building programs aimed at the cost-effective delivery of library services. Programming emphasis is on achieving appropriate functional relationships that result in user satisfaction and operational efficiency with the highest possible level of space utilization. These programs have been reenforced by assistance provided by the Consultants in the choice of design professionals and in plan reviews which stress adherence to program requirements. Plan reviews are aimed at guiding design professionals in meeting program requirements without sacrificing desirable and attractive design principles. Practice in site selection has resulted in the development of an analytical approach which centers on the comparison of those factors which most affect library users, the community and library operations. Because of the profound, long-term effect location has on the cost effectiveness of library service delivery, the Consultant has developed a special awareness of the nuances which distinguish the beat locations from those merely acceptable or unacceptable. I. SCOPE OF WORK It is understood that this proposal is to cover the following work: A. Preparation of the Library Building Program; B. Assistance in selecting a suitable site for the new San Rafael public Library Building. It is further understood that the Consultant may be asked to undertake the following additional responsibilities as the project proceeds. Presumably, these would be assumed following agreement on the scope of services, schedule implicatons, and compensation. The Consultant is qualified for those additional responsibilities as well as other's noted in Section IV of this Proposal. Those additional tasks indicated in the RFQ include: A. Assist City staff in the selection of architectural and interior design professionals; B. Provide written reviews of architectural and interior design drawings and specifications at appropriate times during the following phases: 1. Schematics age 3 2. Design Development (Preliminaries) 3. Construction Documents (Working Drawings) C. Assist City staff in developing and preparing grants/funding requests; D. Review and critique contracts relevant to this project at different phases in the design and construction of the new Library. In addition, the Consultant offers other services which may be considered more appropriately at a later date. These are described in Section IV, of this Proposal. II. PLAN OF ACTION The objectives of this proposal will be achieved through a plan of action consisting of a aeries of tasks that are briefly described below. A. Work Plan for Preparation of the Building Program: Preparation of the building program will involve a series of steps. These steps will ascertain and incorporate the projected apace requirements, functional relationships, desired environmental characteristics and other information into a coherent text that the design professionals will use as their basic source of information and guidance. Typical steps will include the following: 1. Information will be sought from the San Rafael Public Library and the City of San Rafael to describe community and demographic characteristics which affect library service; 2. Relevant library statistics will be gathered from the San Rafael Public Library to provide necessary data for projecting collections, usage, staff and other building space determinants; 3. During a field trip to the San Rafael Public Library, the Consultant will gather additional information; 4. Using the information provided by the Library and gathered during visitation, the Consultant will Page 4 prepare and submit to the San Rafael Public Library, a list of "Identifiable Areas" to be used as the basis of the building program; 5. After the San Rafael Public Library has approved the list of Identifiable Areas, the Consultant will prepare functional relationship (bubble) diagrams for these Identifiable Areas; b. Space requirements will be estimated based on a twenty year projection of library collections, seating, staff an other factors affecting the size of the library; 7. The functional relationship drawings and the estimated space requirements will be reviewed during a field trip to the Library with the San Rafael Public Library in draft form; S. After the functional relationshp drawings and the estimated space requirements for the Identifiable Areas have been approved, the consultant will prepare a narrative description covering all of the Identifiable Areas as well as the more general requirements; 9. A draft building program will then be prepared and reviewed during a field trip to the Library with the San Rafael Public Library staff; the draft building program will contain at least the following materials (See Appendix A of this Proposal for Examples): a. Description of general requirements common to library buildings regardless of size; b. Functional relationship drawings (bubble diagrams) to indicate how major library functions are to relate to one another; C . Space requirements for the projected collections, seating, staff, and other items; d. Individual Area Data Sheets indicating the specific requirements for each identified area; Page S e. Flow charts and/or other diagramatic material may be used where the Consultant deems they best explain a given concept; f. Brief narrative descriptions of major areas or functions and their requirements may be inserted where deemed necessary for clarification and further exposition; 10. Following the review of the building program with the San Rafael Public Library, the building program will be revised as necessary; 11. Unless otherwise agreed to, the final building program will be delivered to the San Rafael Public Library within 30 calendar days following receipt by the Consultant of final review comments on the program draft. B. Site Selection Site slection will begin as soon as the tentative space requirements have been established for the San Rafael Public Library. The importance of site selection cannot be overemphasized since it has profound implications on public use which, in turn, largely determines the ability of the Library to be a coat—effective operation. This activity will be carried on concurrently with the preparation of the building program and will involve several steps: 1. The amount of apace required for the San Rafael Public Library Building including access, parking, landscaping, setbacks, etc., will be ascertained and reviewed with the relevant San Rafael City Department(s); 2. Working closely with the San Rafael Public Library and representatives of the City of San Rafael, the Consultant will assemble a list of possible sites which provide sufficient space and meet the essential requirements for access and visibility; 3. Each site will then be evaluated using generally accepted criteria including: a. Adequate space for building, parking, landscaping, setbacks, and other needs; Page 6 b. High accessibility for potential users; c. Easy and safe access for vehicles, pedestrians and bicycle riders; d. High visibility from neighboring streets and other vantage points to encourage swift and positive recognition; e. Compatability of adjacent land uses; f. Compatability with City zoning and master planning requirements; g. Site characteristics that may affect building design such as (1) orientation, (2) parcel shape, (3) topography, and (4) view potentials. 4. The conclusions reached in the site study will presented in the form of recommendations including a matrix format summarizing major findings; 5. Results of the site selection study will be presented and reviewed with appropriate representatives of the San Rafael Public Library and the City. III. ANTICIPATED FIELD TRIPS It is expected that the tasks described above will require the following field trips to San Rafael for the purposes indicated: A. Preparation of the Building program Field Trips: 1. Field Trip No. 1: Initial field trip of approximately 4 days to gather program information; 2. Field Trip No. 2: Second field trip of two days will be required to review initial program materials prepared by the Consultant including list of Identifiable Areas, functional relationship (bubble) diagrams and estimated space requirements; Page 7 3. Field Trip No. 3: The Third Field Trip will require two days to review the draft of the building program; 4. Field Trip No. 4: The Fourth Field Trip will be for one day to make a formal presentation of the completed building program to Library and City officials. B. Site Selection Field Trips Two field trips will be required in conjunction with Site Selection: 1. Field Trip No. 1: A field trip of approximately three days will be needed to identify possible library sites, discuss various aspects with Library and City personnel and do the initial evaluation; 2. Field Trip No. 2: A one day field trip will be made to present and discuss initial findings and recommendations to Library and City personnel. C. Additional Trips While it is expected that the trips enumerated above should be sufficient, additional trips may be made at mutually agreed upon occasions with the Consultant receiving such compensation and reimbursable travel expenses as may be agreed to. IV. ADDITIONAL SERVICES The Consultant is prepared to provide additional services in conjunction with this project. Some of these have been indicated in the RFQ; other services have also been noted here for the Library's consideration. It is assumed that the precise scope, list of tasks, and compensation for each of the Additional Services agreed to in the future would be added by means of amendment to the initial agreement: A. Assistance in the selection of Design Professionals; The Consultant would be happy to assist in the selection of design professionals. Typical tasks might include (1) help in setting up the process, (2) review Page 8 of RFQ and RFP invitations, (3) assistance in screening submittals by design professionals, (4) preparation of suitable interview questions, (S) participation as a non-voting advisory member for the interviews, (6) assistance in the final evaluation of applicants; B. Plan Reviews Plan review is construed in this proposal to include participation in team meetings as a member of the project team as well as submittal of more formal written review comments at certain stages of design. In addition to participating in such project meetings, the Consultant will review and prepare written comments on the architectural and engineering drawings and specifications at agreed-upon stages in the design process (See Appendix B for typical plan review notes). Interior design drawings and specifications including those for furniture and equipment layout, graphics, signage, etc., would also be reviewed. These plan reviews will evaluate the drawings and specifications against the requirements of the approved building program. The plan reviews conducted by the Consultant shall not represent nor substitute for code reviews and other evaluations by building officials and others responsible for such work. Typically: 1. Plan reviews will be done at designated points during the following stages: a. The Schematic Phase (Concept Drawings); b. The Design Development Phase (Preliminary Drawings); C. The Construction Document Phase (Working Drawings); 2. Plan review shall include comparison of the drawings with program requirements; 3. Plan review comments will indicate where program requirements are not being met in terms of functional relationships, space requirements or library operation requirements; 4. Approval of the drawings by the Consultant shall Page 9 not be interpreted in any way as conformance with building and other regulatory codes; 5. The Consultant would supply the San Rafael Public Library with review comments within 15 calendar days after receiving three sets of drawings: a. Set 1 to be marked up for the architect; b. Set 2 to be marked up for the San Rafael Public Library; C. Set 3 to remain as part of the Consultant's files. C. Assistance in Developing and Preparing Grants/Funding Requests As an additional service, the Consultant will be pleased to assist in the development and preparation of grants and other funding requests. This work might include: (1) advice on possible funding sources, (2) compilation of opportunities provided by the project for special gifts and donations, and (3) review of grant and funding request applications, and (4) such other work as might be mutually agreed to. D. Review and Critique of Contracts The Consultant would, as an additional service, review and critique contracts, such as those for design professionals in terms of Consultant's experience in dealing with such agreements. Work may include recommendations on the general scope of the contract as well as on the possible inclusion/exclusion of specific requirements or other provisions. However, the Consultant's review and critique of contracts must, in no way, be interpreted as or substituted for review of contract legalities by qualified attorneys. E. Other Consultant Services In a project of this size and complexity, the Client may wish to draw further on the experience and expertise represented by the Consultant. Such services are available upon mutual agreement of (a) Scope of work, (b) Tasks to be performed, (c) Fees and reimbursable expenses, ige 10 and (d) Schedule. Examples of additional services include (a) additional field trips, (b) continued availabiliy during construction to review possible change orders for their affect on space requirements, functional relationships and other program requirements and to help resolve any other unforseen problems that might a r i a e during this period; (c) provide punch lists following on-site visits indicating possible need for remedial action on items affecting library operations; (d) assisting in planning for staff and public orientation to the new building. V. SCHEDULE It is assumed that the actual schedule for the preparation of the building program will be considered as a part of the contract negotiations. As a full-time Library Building Consultant, the Consultant can meet any realistic deadline mutually agreed to in advance. A typical schedule might include the following activity benchmarks which, in this instance, indicate a requirement of about 17 weeks, assuming this will provde the Library and City sufficient time for review and decision making. A. Gather and analyze the preliminary program information supplied by the Library and City - Approximately 4 weeks: Program work will begin with review of all pertinent information supplied by the San Rafael Public Library and by the City. This will be followed by a field trip of up to four days to gather additional data and to begin the resolution of basic questions concerning (1) identifiable areas, (2) functional relationships, (3) space requirements and (4) other general requirements. This normally takes two -three weeks. B. Conclude analysis and evaluation of data; Prepare the initial program materials - Approximately S weeks: Following the gathering of information, the Consultant will prepare and submit for Library review, several program components: 1. List of identifiable areas; 2. Functional relationship (bubble) diagrams; J11 Page 11 3. Estimated space requirements for each of the identifiable areae; C. Prepare building program draft - Approximately 6 weeks After their review, revision and approval by the Library, the various program components previously described will be combined with other information including general requirements and a narrative description of the major areas to form the draft of the building program. This draft building program, which will include the following elements, will then be submitted to the Library for review. (See Appendix A for specimen program pages.) 1. General requirements; 2. Narrative description of major areas; 3. Functional relationship diagrams; 4. Area data sheets for each identifiable area indicating specific requirements; S. Expanded Table of Contents to serve as an index. D. Final building program - 2 weeks. After receiving the library "s comments on the draft building program, the Consultant will make such revisions as may be required. The final building program will then be submitted to the Library. VI. PROJECT COSTS PRORATED BY TASKS AND SCHEDULE In response to paragraph II.2. B. , of the RFQ, the following table is submitted representing the proration of fees and expenses by major task. The time estimate is only approximate to allow the Library sufficient time for review and decision making. ESTIMATED SCHEDULE AND COST BY TASK Task Building program: Gather and analyze program information Information analysis and preparation of initial program materials Prepare draft of Building Program Revise and prepare final Building Program Site Selection: All tasks Totals Estimated No. Wks. 4 5 6 F_7 ** Page 12 Estimated Cost* $ 4,590 6,120 7,650 3,060 3,360 $ 24,780* *Estimated cost includes proration of both fees and expenses other than for printing the final building program and, 4e selection report. This figure includes expenses for the :91;r`z (( )) field trips specif ied for a total of not more than thirt en O days. Additional field trips will be provided at the Consultant's daily rate ($560) plus reimbursement for expenses following the client's Written approval. **Depending on schedule, site selection may be integrated into the schedule for the building program. Page 13 VII. REPORTS AND REPORTING: PRODUCTS TO BE DELIVERED As noted in the preceding description of tasks, the work of the Consultant will result in a number of products, each in the form of a report requiring action on the part of the Library, and, in some cases, the City. Specifically, the "products" will include at least the following: A. Products related to the Building Program. 1. List of identifiable library areas to be included in the building program; 2. Functional relationship (bubble) diagrams along with any other diagrams, charts, etc., deemed necessary; 3. Estimated space requirements; 4. Draft of the building program; 5. Finished building program. B. Site selection Products to be produced during site selection typically include the following (Note: two or more of these products may be combined if circumstances warrant): 1. List of sites considered eligible for study; 2. Statement of site selection criteria; 3. Comparison of essential site data in a matrix format; 4. Tentative findings and recommendations; 5. Final report on site selection. C. Number of copies to be delivered: All products, other than the final Building Program and Site Selection Study Report, will be supplied in copies sufficient for their distribution to the Library and City (up to 15 copies). The final Building Program and Site Study Report will be furnished as camera—ready copy or ?age lk reproduced and furnished at cost by the Consultant's printer in the quantity required by the Library. VIII. CONSULTANT'S ROLE IN PUBLIC REVIEW OF THE BUILDING PROGRAM The exact role of the Consultant in the public review of the building program will be worked out as a part of contract negotiations. Based on past experience, this may include informal or formal presentations of the major findings to the Library Board, City Council and to community representatives. The Consultant will be prepared to make a reasonable number of such appearances if called upon to do so. From the present vantage point, and again based on experience, it would seem that informal presentations should be made in conjunction with the consideration of the draft building program if the goal is to gain additional input into the progamming process. Since the final building program is not expected to differ significantly from the draft document, a formal presentation of the final building program is apt to be useful primarily as a public information opportunity. IR. PROJECT SCHEDULE The project schedule is assumed to cover the preparation of the building program and the site selection study. As indicated previously, these may be carried on concurrently depending on the Library's needs. A. Preparation of the Building Program. It has been estimated that approximately 17 weeks will be required to prepare the building program, exclusive of time needed by the Library and City to review and react to the various materials submitted for discussion and comment. B. Site Selection Study. The site selection study will be done in conjunction with the building program to avoid duplication of effort. City to review findings and recommendations and react thereto. A. Prior Experience The Consultant's record of experience is documented in the Resume attached as Appendix C. Projects have ranged in size from 3,000 square feet to more than 200,000 square feet. Working in Page 15 15 states during the past 17 years, the Consultant has learned the implications of individual library service patterns, local demographic characteristics and regional climatic conditions for library programs and building design requirements. Concern has grown for programming cost-effective buildings with emphasis on efficient staff utilization and self-service aspects of public library service. This goal requires attention to those details which have long-term consequences for operating and capital budgets. Personnel utilization, user accessibility and convenience are stressed in both programming and plan reviews &long with energy conservation, life -cycle maintenance and replacement costs. Site selection has been an integral part of various project assignments. This has led to the development of criteria for site selection and a special technique of evaluating site characteristics related to public library usage. In direct response to the requirements listed as "Selection Criteria" in Section IV. of the RFQ, the following comments seem pertinent: A. Experience in Developing Building Programs The Consultant's experience in the development of successful building programs for public libraries, including others comparable in size to San Rafael is attested to by those listed herein and in the Appendix C of this Proposal. B. Experience in Selecting Sites Site selection has fregeuntly been an integral part of the work assigned the Consultant. C. Demonstrated understanding of the needs of San Rafael Public Library As noted earlier, the Consultant produced a building needs assessment study for the libraries of Marin which included the San Rafael Public Library. This study indicated the need for a new Main Library building based on the Consultant's review of the Library and the community. D. Demonstrated Knowledge of Public Library operations. The Consultant served as Director of the Pomona Public Library, Pomona, California from 1950-1970 serving a community which in those two decades grew from 35,000 to Page 16 nearly 100,000 population. During that time the Pomona Public Library nearly tripled its collections, doubled its staff and increased usage several fold. Other achievemnts included moving from a 15,000 square foot Carnegie Library building to a new 55,000 square foot structure in 1965. in addition to this personal experience as a library director, the Consultant has worked closely with the directors and staffs of more than 65 libraries over the past 17 years. E. Ability to produce and deliver vell-written products. Appendix A includes specimen pages for the Consultant's programs f or your evaluation. F. Ability to make public presentations. The Consultant is frequently called upon to present the findings of his work before various groups of officials and citizens. In addition, the Consultant has made numerous appearances as a speaker to professional organizations incluing participation in workshops and conferences at the state and national levels. G. Cost of Services The Cost of the Consultant's services are given in Section XII of this Proposal. H. Ability to assist the City in future work In Section IV, the Consultant has described his approach to such services as Plan Review and has indicated other Additional Services which the Library and City may elect to have the Consultant provide. I. Sample of a Building program and Plan Review Notes A copy of a recent building program and plan review notes will be made available upon request; specimen pages are included as Appendix A to this Proposal. Listed below are examples of current and recently completed projects which illustrate the Consultant's familiarity with site atlaction and/or preparing programs for library buildings.