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HomeMy WebLinkAboutLib Library Needs Assessment; Removed from AgendaAgenda Item No: 3 . I4 - Meeting Date: May 18, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Library Prepared by: Sarah Houghton, Library Director City Manager Approval:-` SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH GROUP 4 ARCHITECTURE, RESEARCH, + PLANNING, INC. FOR A LIBRARY NEEDS ASSESSMENT AND SYSTEM ANALYSIS RECOMMENDATION: Staff recommends that the City Council adopt the resolution authorizing a professional services agreement with Group 4 Architecture, Research, + Planning, Inc. for a library needs assessment and system analysis in an amount not to exceed $49,620. BACKGROUND: The Library is in the early planning stages of exploring possibilities for a new library for San Rafael. Before exploring our options for the future, a needs assessment will help the Library gather information and community input about existing library services and facilities, community projections and priorities, and an analysis of space needs and site requirements to plan for the future. ANALYSIS: Group 4 is a well-respected firm and very familiar with conducting this type of needs assessment and analysis. Additionally, Group 4 conducted a past needs assessment for the San Rafael Public Library. With this needs assessment the Library will be well-positioned to move forward with planning for a new library. A scope of work, proposed budget and work schedule from Group 4, are attached as exhibits to the Resolution attached to this report. FISCAL IMPACT: There are sufficient funds available in the Library's FY14-15 and 15-16 General Fund operating budgets to support this PSA. COMMUNITY ENGAGEMENT: To date the City has conducted the following community outreach on this project: • Visioning workshop and community meeting in March 2015 • Publicity and postings of the resulting community vision The next community outreach steps will include: • Community focus groups and other meetings as part of the library services and facilities needs assessment • Numerous future community meetings, focus groups, surveys and City Council reports as the project progresses FOR CITY CLERK ONLY File No.: q ®,3 6/ Council Meeting: Fi2JW cl,,j "-a C, Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 OPTIONS: Staff recommends Option 1. Option 1: City Council adopts the resolution authorizing a professional services agreement with Group 4 Architecture, Research, + Planning, Inc. Option 2: City Council does not adopt the resolution authorizing a professional services agreement with Group 4 Architecture, Research, + Planning, Inc. ACTION REQUIRED: Adopt the resolution authorizing a professional services agreement with Group 4 Architecture, Research, + Planning, Inc. Encls. Resolution authorizing a professional services agreement with Group 4 Architecture, Research, + Planning, Inc., with attached Exhibits RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH GROUP 4 ARCHITECTURE, RESEARCH, + PLANNING, INC. FOR A LIBRARY NEEDS ASSESSMENT AND SYSTEM ANALYSIS WHEREAS, the San Rafael Public Library's downtown facility (the "Library") was built in 1906 and the last major renovation that expanded Library space was in 1976; and WHEREAS, the 15,000 square foot facility serves a community of 58,000 and industry standards dictate 1 square foot per resident; and WHEREAS, circulation of Library materials has increased 29% in the last 2 years and foot traffic has more than doubled in the last 10 years; and WHEREAS, library leadership began lobbying for a new Library in 1970; and WHEREAS, the 2003 City of San Rafael General Plan 2020 (section CA -11) states that the City should "renovate and expand or replace" the Library; and WHEREAS, in 2004 a San Rafael Library Foundation was created with the sole goal of raising funding for a new library facility; and WHEREAS, the Library is in the early planning stages of exploring possibilities for a new library. for San Rafael, and would benefit from a needs assessment to help the Library gather information and community input about existing library services and facilities, community projections and priorities, and an analysis of space needs and site requirements to plan for the future; and WHEREAS, Group 4 Architecture, Research, + Planning is a well-respected firm and very familiar with conducting the desired needs assessment and analysis, and has submitted a proposed scope of services, schedule of compensation, and work schedule for the needs assessment project, which are attached hereto as Exhibits "A", `B", and "C" respectively; NOW, THEREFORE, BE IT RESOLVED that the proposal from Group 4 Architecture, Research, + Planning, Inc. set forth in Exhibits "A", "B", and "C", are hereby accepted at a fee, including reimbursable expenses, not to exceed $49,620. BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed to execute a professional services agreement with Group 4 Architecture, Research, + Planning, Inc. in a form approved by the City Attorney for said work. BE IT FURTHER RESOLVED that funds totaling $49,620 shall be appropriated from the General Fund budget out of a combination of the 2014/2015 fiscal year and 2015/2016 fiscal year Library budgets. I, ESTHER C. BEIRNE, 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 City Council of said City held on Monday, the 18 da o�y, 2015 by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk EXHIBIT A SCOPE OF SERVICES THE PROJECT 1.0 The Project consists of preparing a Plan for the San Rafael Library that will include the following Task: ■ Project Initiation ■ Needs Assessment- Community, Library Services and Facilities ■ Library Services and System/Facilities Plan ■ Final Report The study will build on and leverage the work that the Library and the City has been working on for the Library, including recent community survey that was completed, the Strategic Planning work, and the Visioning workshop completed in March. The services include that of an Architect and a Library Consultant. H SCOPE OF BASIC SERVICES 2.0 General 2.1 The intent of the Consultant's Basic Services is to consist of developing a clear plan for the future of the San Rafael Library. The Consultant shall provide an excellent launching pad for the community to move forward in the next phase of the project. The Assessment phase includes developing summary assessments for the community needs, library services, and the library facility. The Plan phase includes developing a plan for future library services, the library system, and library facilities. 2.2 In selecting the Consultant, the Client recognizes that the Consultant has the qualifications to provide full planning, architecture, and interior design services including conceptual design, schematic design, design development, construction documents, bidding, construction administration, and post -construction phase services. The Client, at its discretion, may choose to amend this contract to add services to the Consultant's Scope of Services for Additional Compensation if mutually agreed to by the Client and Consultant. 2.3 The Client shall provide the following for the Project as needed: 2.3.1 A Client representative who can render decisions on behalf of the Project in a timely manner. 2.3.2 Scheduling and invitations for public meetings. 2.3.3 Information about previous analysis, polls, studies and information relevant to developing the planning work. 2.3.4 Services of other specialized consultants if needed for the Project. 2.3.5 Any other information not included in Consultant's Basic Services or Additional Services that is reasonably needed for the Project. 3.0 Consultant's Basic Services: Basic Services includes the services described in this Section 3.0 including subsections and subparagraphs. 3.1 Task 1 Initiation - The Consultant shall establish a project work plan and public outreach plan that will build on the work already completed by the Library and layout the plan to accomplish goals set forth for the Needs Assessment and Building Program Study. The planning team will work closely with the Library's project manager and designated members of the PMT to develop project controls and communication tools. The project work plan will be goal oriented; the scheduled project meetings will have detailed agendas and objectives with logistics established early on. The draft work plan and community outreach plan will be refined to integrate review comments and to align with other key dates or initiatives that are currently in progress. The Consultant shall review City provided needs assessment U:�City Council\Exhibit A Scope - DRAFT 2015 05 07.docx Pagel o f 4 information (survey results, Strategic Plan, Visioning Workshop content), develop exhibit backgrounds, and coordinate the work plan and participation plan with the library. The Consultant shall establish project and process goals for the study at the first PMT meeting. Meetings: Project Management Team (PMT) Meeting #1. Deliverables: Project Schedule, Directory, Work Plan, Outreach Strategy, and Meeting Schedule, PMT #I Meeting Notes.. 3.2 Task 2 — Assessments - The Consultant shall assess and complete concurrently Community, Library Service and Existing Library. 3.2.1 Task 2A: Community Summary Assessment: The Consultant shall review current and projected demographic and population projections for the City of San Rafael and confirm the projected Library service population with the City. The Consultant shall review and include reference to the City's 2020 General Plan for establishing the community projections for library services. The Consultant shall conduct one day of interviews witli staff, and selected stakeholders (approximately 8 hours) to be developed and understanding and analysis of the current community needs and the projected community needs. The Consultant shall work with the Library to identify appropriate "peer" communities in California and compare current and planned library service levels and space planning targets. 3.2.2 Task 2B — Library Services Summary Assessment: The Consultant shall focus this assessment in three areas: customer experience, customer -staff service model, and technical operations. In this task, The Consultant shall develop a snapshot of the current Main Library facility looking at how well it delivers service and its capacity to continue serving the community. The Consultant shall review and summarize currently offered programs, services, technology, and collections and the community's use thereof, the Library's current strategic/service plans, and any other relevant information. The Consultant shall tour both existing facilities with staff to identify space -related service issues, conduct both staff interviews and technical meetings to develop an understanding of current operations as well as planned or desirable service delivery innovations and discuss the Library's service and space needs in the context of current best planning practice. The Consultant shall assess the Library's various usage and collection statistics in relation to the programs and services review. The Consultant shall capture what the service successes and challenges are for the current San Rafael Library. The Consultant shall also reference the recent customer service survey to help develop a comprehensive summary of the current level of library service that is provided at the library. 3.2.3 Task 2C — Existing Library Assessment Summary: The tour of the Main Library shall also enable the Consultant to observe general conditions as well as functional issues related to library service delivery as well as technical needs. The technical summary will include a general assessment of the structural system, HVAC systems, ADA compliance, and code updates. The Consultant shall conduct a technical meeting with the City's facility staff to review and confirm our findings. The Consultant shall also assess how well this existing facility can be adapted to deliver 21 st century service and will prepare a statement of strategic -level space deficiencies. Meetings: PMT Meetings 42 Library and Facilities Technical Meetings; Council Sub-Committee/Foundation Study Session 41. Deliverables: Meeting Agendas, exhibits, and Summary Minutes of each input session, Community Assessment Summary, Library Services Assessment Summary, and Existing Facilities Assessment Summary.. Page 2of4 3.3 Task 3 Library Services and System/Facilities Plan -The Consultant shall develop the library Plan for services and the System Plan for facilities. 3.3.1 Task 3A Library Service Plan: 3.3.1.1 Input from Library and City Staff 3.3.1.2 Analysis of emerging library needs 3.3.1.3 Identification of San Rafael's Market focus and opportunities 3.3.1.4 A summary of San Rafael Library's core services. The Consultant shall prepare a statement of strategic -level space needs, opportunities, and planning targets both systems wide and for two system options: a two branch system, and a three branch system. Based on the results of the recently completed community survey and needs assessment, the Consultant shall develop a set of service level/space needs recommendations, including shelving and seating capacities, space for public technology, programming spaces, and overall building size. The recommendations will address space needs for the entire system and for each facility. The Consultant shall develop space need options for both a two facility and three facility library systems. 3.3.2 Task 3B System/Facilities Plan: The Consultant shall develop recommendations for optimizing San Rafael's Library system (facilities) relative to community access, service delivery, and operations, including: 3.3.2.1 Systemwide and community -level service and space needs. 3.3.2.2 Geographic distribution of library service. 3.3.2.3 General facility size and parking guidelines for library service delivery 3.3.2.4 Operational and capital cost models. As part of the system analysis, the Consultant shall develop alternative system scenarios that will include both the existing Main Library site as well as sites identified in collaboration with the Library and the City staff. The Consultant shall develop Library site feasibility criteria to use as a guide to assist in alternative site identification and analysis. The Consultant shall conduct a Technical Meeting with the City's Planning Department to understand the City's overall development goals; confirm zoning and other considerations related to the existing site and potential sites to be evaluated as potential for a new library. The Consultant shall identify up to three (3) additional sites that may be appropriate for evaluation in this study. The Consultant shall prepare an analysis of opportunities and constraints for the proposed system scenarios and potential sites which will include: 3.3.2.5 Service and space needs 3.3.2.6 Geographical distribution and access 3.3.2.7 Operational and capital costs The Consultant shall prepare the Community Kiosks to have the community review and confirm the study assessments and to provide input into the library and system plan. The same content of the kiosks will be available to the community in an on-line survey. The community, library and facility assessments, along with the library plan and system scenarios will be compiled and to allow for a comprehensive analysis of the benefits and challenges of each of the proposed system scenarios and potential library sites. The Consultant shall conduct a study session with the Council Sub- Committee/Library Foundation and City staff to review the options and to provide input and analysis into developing the preferred alternative. The preferred system alternative will be refined and updated based on the on the feedback and input from the study session. Page 3 of 4 Meetings: PMT Meetings #3 and #4; 2 -Community Kiosks and the "DIY" Kiosks; Council Sub-Committee/Library Foundation Study Session #2 Deliverables: Meeting Agendas, exhibits, and Summary Minutes; Library Service Plan; proposed Service Level Recommendations; Summary; Site Opportunities and Constraints Analysis; Site evaluation criteria and Analysis O(for up to 3 additional sites); and Library System/Facility Plan Summary. 3.4 Task 4 Summary Report - The Consultant shall prepare a draft summary report for review by the PMT and presentation to the Council Sub-committee/Library Foundation at our 3rd meeting with them. The report will include a summary of the work completed in this study. The Consultant shall distribute the draft report for the Library's review and comment and incorporate their comments into a final report. Meetings: PMT Meetings #5; Council Sub-Committee/Library Foundation Study Session #3. Deliverables: Meeting Agendas, Exhibits, Draft Final Report; Final Report and Summary Presentation. III OPTIONAL SERVICES 4.0 The following services are not included in the Consultant's Scope of Basic Services and shall be provided if requested by the Client. The Consultant shall be compensated for Additional Services in addition to compensation for Basic Services and Reimbursable Expenses. 4.1 Additional meetings beyond those identified in Exhibit A, Section II. 4.2 Engineering and specialist consultants 4.3 Environmental studies 4.4 Traffic engineering 4.5 The services of consultants other than those included in the Basic Services. 4.6 EIR services 4.7 Cost estimates 4.8 Scale models 4.9 Computer animation. 4.10 Preparation and conducting focus groups and follow up 4.11 Making revisions to drawings, designs, or other documents when such revisions are inconsistent with approvals or directions previously given by the Client, made necessary by determination by the Client or its other consultants, or made necessary by the Client's failure to render decisions in a timely manner. 4.12 Any other service not included in Basic Services. Page 4of4 COMPENSATION 1.0 COMPENSATION FOR BASIC SERVICES 1.1 For the Basic Services described in Exhibit A, Task 1 through Task 4, the City of San Rafael shall pay the CONSULTANT a total fee in the amount not to exceed Forty Six Thousand Five Hundred Twenty Dollars ($46,520.00) plus a maximum of allowance of Three Thousand 100 Dollars ($3,100) of reimbursable allowance. 1.1.1 For the Basic Services described in Exhibit A, Task 1-4, article 3.1-3.4 the CONSULTANT shall invoice for these services monthly for the percent complete of each task: Task 1: Project Initiation $ 3,460.00 Task 2: Needs Assessment, Community, Library Services and Facilities $13,670.00 Task 3: Library Services and System/Facilities Plan $24,840.00 Task 4: Final Report $ 4,550.00 Total Fixed Fee Services $46,520.00 Reimbursable (Allowance) $ 3,100.00 2.0 COMPENSATION FOR REIMBURSABLE EXPENSES (See Allowance included under 1.1.1 above) 2.1 Reimbursable Expenses (Allowance) are in addition to compensation for Basic Services in Exhibit A and include expenses incurred by the CONSULTANT and subconsultants in the interest of the project, as identified in the following clauses. Reimbursable expenses related to the project, whether for CONSULTANT, subconsultant, or CITY use, are billable at 1.15 times direct cost or at the rates indicated below. Such costs include, but are not necessarily limited to: ■ CAD plotting of check sets and presentation drawings larger than 11 "xl7" foot. ■ Outside service printing/copying of drawings and documents of any size. ■ In-house black and white printing/copying of drawings larger than 11 "x 17". ■ In-house black and white printing/copying for draft and final reports and specifications. ■ In-house color and grayscale printing and photocopying up to 11"x17" for in-house, consultant or client use. ■ Software purchase and licensure on behalf of the client with prior client approval. ■ Postage, delivery and messenger service. ■ Photographic and digital imaging, including color and gray scale copies of any size. ■ Outside telephone conferencing services. ■ Overtime expenses with prior client approval. ■ Architectural renderings, physical and digital scale models and animations. ■ Travel expenses such as mileage, bridge tolls, and meals. ■ Subconsultant costs. ■ Presentation boards. ■ Facilitation tools. ■ Workshop accessories and facilitation materials. ■ Videos, web services, opinion surveys. The following expenses are included in the hourly billing rates and are not billed separately: ■ General in-house black and white printing/copying of 11 "x 17" or smaller, except as noted above. ■ Telephone and fax usage, unless stipulated otherwise by Agreement. 4.2 Compensation for Reimbursable Project Expenses shall not exceed Three Thousand One Dollars ($3,100.00) without approval of the CITY. 4.3 The CITY and the CONSULTANT agree that the rates for Additional Services and Reimbursable Expenses, including subconsultant and Reimbursable Expenses markup, shall be reviewed and adjusted annually for future project phases. h►:/Cl11.11 SCHEDULE 1.0 PROJECT SCHEDULE 1.1 The CONSULTANT shall perform the services described in project phases so as to complete each milestone within the time duration specified. The time to complete each phase may be increased or decreased by mutual written agreement of the CONSULTANT and the City of San Rafael. The CONSULTANT shall not be held responsible for delays beyond their reasonable control. Task Nos. TASK DATE OR TASK DURATION NOTICE TO PROCEED (NTP) Task 1 Project Initiation 1 month from NTP, Month 1 Needs Assessment- Community, 3 months (concurrent with Task 1), Task Library Services and Facilities Month 1- 3 Library Services and 3 months, (1 month concurrent with Task System/Facilities Plan Task 2), Month 3-5 Task 4 Final Report 1 month, Month 6 CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRSA / SRCC AGENDA ITEM NO. �< DATE OF MEETING: May 18, 2015 FROM: SARAH HOUGHTON DEPARTMENT: LIBRARY DATE: May 12, 2015 TITLE OF DOCUMENT: Resolution of the City Council of the City of San Rafael Approving and Authorizing the City Manager to Execute a Professional Services Agreement with Group 4 Architecture, Research, + Planning, Inc. for a Library Needs Assessment and System Analysis Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: < - -- ---- �6 J4 City Attorney (signature)