HomeMy WebLinkAbout4/3/2013 - STAFF REPORTS - 2 D Board of Trustees
Palm Springs Public Library System
300 South Sunrise Way, Palm Springs, CA 92264
Wednesday, April 4, 2013
To: Mayor Steve Pougnet, Mayor pro tem Chris Mills,
Councilmember Ginny Foat, Councilmember Rick
Hutcheson, and Councilmember Paul Lewin
From : David L. Gray, President
Board of Trustees of the Palm Springs Public Library
System
Re: 2.D. PROPOSED AGREEMENT WITH GROUP 4
ARCHITECTURE, RESEARCH + PLANNING, INC. FOR
NEEDS ASSESSMENT, AND CONCEPTUAL DESIGN
FOR THE PALM SPRINGS PUBLIC LIBRARY
Good Evening.
I am David Gray, President of the Board of Trustees of the Palm Springs
Public Library, and am speaking on behalf of Item 2. D. a "Proposed
Agreement with Group 4 Architecture, Research + Planning, Inc., for a
Needs Assessment, and Conceptual Design for the Palm Springs Public
Library.
As you know, the main library building was built almost 40 years ago
when the needs of the library and its users were much different than they
are today. Libraries today utilize lots more technology, have fewer
research books, more DVDs, and offer innumerable classes, lectures and
other activities for children, teens and adults.
In Palm Springs the main library is still the one city-owned building where
residents and visitors go more than 180,000 times a year. That is a lot of
foot traffic. And this will only continue to grow as the hours that the
library is open increase. Except for some minor renovations in the 1990s,
and a new roof in 2011, the building has not been upgraded. Today, as
you know, the infrastructure, including HVAC, plumbing, electrical, data,
lighting, energy efficiency, as well as the overall layout of the Library is in
desperate need of improvement.
With this in mind, and mindful of the possibility of Measure J passing, the
Board of Trustees worked with our former librarian last year to seek out
California library architectural and design firms to look at the potential
interior space reallocation and infrastructure replacement. After reviewing
the respondents the Board of Trustees voted in November 2012 to ask
Group 4 Architecture, Research + Planning, Inc., based in San Francisco,
to provide the Board with a proposal.
As a recognized leader in the planning and design of more than 250
public libraries across the country, (including the recently re-opened Palm
Desert Public Library), we believe that Group 4 can bring to the Board of
Trustees, library staff, and the citizens of Palm Springs, a conceptual
design that we can all be proud of, and that will serve the citizens of Palm
Springs library needs for the foreseeable future.
After meeting with Group 4 on February 28th, and hearing their proposal
for this initial project phase of assessment, conceptual design, and
project construction costs, the Board of Trustees voted to hire Group 4
and fund this preliminary phase of the renovation to not exceed a cost of
$100,000. We look forward to your approval this evening.
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41FOVt CITY COUNCIL STAFF REPORT
DATE: APRIL 3, 2013 CONSENT CALENDAR
SUBJECT: PROPOSED AGREEMENT WITH GROUP 4 ARCHITECTURE,
RESEARCH + PLANNING, INC. FOR NEEDS ASSESSMENT AND
CONCEPTUAL DESIGN FOR THE PALM SPRINGS PUBLIC LIBRARY.
FROM: David H. Ready, City Manager
BY: Palm Springs Public Library
SUMMARY
The City Council will consider approving an agreement with Group 4 Architecture,
Research + Planning, Inc. for the initial needs assessment, building program phase,
design alternatives phase, and conceptual design recommendations phase to renovate
the Palm Springs Public Library.
RECOMMENDATION:
1. Approve an Agreement with Group 4 Architecture, Research + Planning, Inc., in
the amount not to exceed $100,000, for initial needs assessment, building
program phase, design alternatives phase, and conceptual design
recommendations phase.
2. Authorize the City Manager to execute all necessary documents, subject to the
approval of the City Attorney.
STAFF ANALYSIS:
The Palm Springs Public Library opened in 1975 and has not seen major renovations
except for a minor remodel in 1996. The infrastructure, including HVAC, plumbing,
electrical, data, lighting, energy efficiency and overall layout of the Library is in need of
improvement.
This recommendation is brought forward by the Library Board of Trustees, for the
Library to determine accurate costs to renovate the Library within the existing footprint.
ITEM NO.
City Council Staff Report
April 3, 2013-- Page 2
Group 4 Architecture Agreement
The contract is for the initial project phase which includes: a needs assessment,
building programming, conceptual design, and construction and project cost planning
services, including the services of mechanical and electrical engineers, a cost
consultant, and a library programming consultant.
The scope of work includes, meeting with Library staff, community representatives, and
the Library Board of Trustees, and the estimated time to completion is approximately
four months.
In January 2012, the Library Board of Trustees developed a scope of work for
architectural services for the main Library's potential space reallocation and
infrastructure replacement.
In March 2012, the former Library Director, at the request of the Library Board of
Trustees, sent the scope of work for the project and a request for qualifications to a list
of California architectural firms specializing in library architecture. The Library Board of
Trustees believe the Library would be best served by a firm with extensive experience,
expertise, and specializing in public library design and renovation. Two architectural
firms responded.
At the November 2012 meeting, the Library Board of Trustees, with one Trustee absent,
unanimously recommended Group 4 Architecture, Research + Planning, Inc. for the
project based on their experience in planning more than 250 libraries nationwide.
At the February 2013 meeting, the Board received a presentation by Group 4
Architecture, Research + Planning, Inc. and discussed the qualifications of the firm and
the project team. The Library Board of Trustees, with one Trustee absent, unanimously
authorized the use of Library Trust Funds to pay Group 4 Architecture, Research +
Planning, Inc. for this preliminary phase of the renovation.
As noted above, the scope of services pursuant to this agreement is targeted for the
preliminary phase of the renovation only.
Should the renovation project ultimately be funded, an SOQ would be drafted and
released for all qualified architectural and/or construction firms for the renovation,
pursuant to the procurement rules and procedures.
FISCAL IMPACT:
No fiscal impact to the City. The estimated cost for the contract, not to exceed
$100,000, will be paid by the Library Board of Trustees through the Library Trust Fund
for this initial phase.
02
City Council Staff Report
April 3, 2013 -- Page 3
Group 4 Architecture Agreement
The scope of services of this contract includes a task to further define cost estimates for
the renovation of the Palm Springs Public Library.
Jeannie Kays, NF46tor mes Thompson
Department of Library iAChief of Staff/City Clerk
David H. Ready, City M r
Attachments:
Draft Proposal, Group 4 Architecture, Research + Planning, Inc.
Library Board Minutes November, 2012.
Library Board Minutes February, 2013.
03
C41
G R O U P 4 14 February 2013
ARCHITECTURE Jeannie Kays
R E S E A R C H + Director of Library Services
PLANNING, INC PALM SPRINGS PUBLIC LIBRARY
300 South Sunrise Way
Palm Springs,California 92262
211 LINDEN AVENUE
Re: Architectural Services for the PalmSprings Library
SO. SAN FRANCISCO
CA 9 a o e o u s A Dear Ms. Kays:
T:6 5 0•8]1•0 7 0 9 Thank you for selecting Group 4 Architecture,Research+P,l�rtKaing Inc. for the design of
F:6 5 0•8]i •]9 1 1 the renovation of the Palm Springs Library.This letter outlines'�ok proposal for preparing
a needs assessment,a building program,and conceptual design d6' ents as the first
phase of the overall project,which is intended to coxtfuiue on to final gn and
construction.
THE PROJECT: The project is a major renovation i5f.the went Palm Spring's Library
located at 300 South Sunrise Way.Based on our couieafions with the City,we
understand the following about the prWect:
• The renovation will include cfioges;to the location p.interior functions.The
interior will be demolished dowit fote7ds of struc"trj walls and an all-new
interior is to be designed.
• The mechanical system is anticipated to be rep did with anew system.
• A structural up&O i of the building is not anticipated at this juncture.
W A.N E G E H R K E • Significantchgnges to buildings exterior and the site are not anticipated.
A R C „ I T E C T A determinaii to,MI.pursui LEED certititafion or other green building rating has
not been made attlktime
DAWN E. MERKES . � : It''
FtlpdYtzgforihe proJecfls anticip2Y to be from Palm Springs Measure J funds.
A R C H I T E C T
*A V I D 5 C H N E E SCOPEF BASIC SER. ;CES A'TCOMPENSATION:This proposal is for the initial
A R C H I T E C T project ph s ..which will 1 needs assessment,building programming,conceptual
D A V I D M. S T U R G E S design,and'Teoustructron ar?.il roject cost planning services. Our proposed Scope of
A R C H I T E C T Services mclu, a4he services of mechanical and electrical engineers,a cost consultant,
and a library progcattutting consultant.No other engineers or specialty consultants are
included.Our servic'reae intended to be part of the Library's application for Measure J
funds.
1 I L L E y R E 5
A R C H I T E C T
Meeting and community participation during this part of our services include the
ANDREA GIFFORD following:
A R C H I T E C T
JONATHAN HARTMAN Project Management Team(PMT)Meetings: We expect to work closely with a PMT
A R C H I T E C T composed of the Director of Library Services and other Library and/or City staff as
deemed appropriate,along with members of Group 4's project team.From time to time,
PAUL IAMTGAARD
ARC H � T E c T our consultants may participate in PMT meetings.In particular, it is anticipated that our
library programming consultant,Linda Demmers,will attend most meetings during the
W : L L I A M L I M Needs Assessment and Building Program Phase.Eight PMT meetings are included. Some
A R C H I T E C T of the PMT meetings, as indicated below,will be teleconferences.
- g:\13422-01 palm springs library\y-contract\client\drafts\I21 jk proposal letler 2013-02-14.doc 04
14 February 2013 Jeannie Kays Page 2
Site Visits: We have included four one-day and one two-day visits to Palm Springs.We
will include as many meetings during our visits as can reasonably accommodated in the
time frame. For each one-day site visit, we anticipate scheduling meetings between 10 am
and 6 pm due to travel,but can be available earlier or later if necessary.As part of our
site visits,we will be available for up to two presentations to the Library Board as can
reasonably be scheduled.Three members of our team will attend the first PMT meeting.
Thereafter, we will include one,two,or three members of the Group 4 team as
appropriate for the project. In some cases,it may be appropriate for one Group 4 team
member to attend in-person and a second or third team member to participate by
teleconference.
Optional meetings and site visits: Our Basic Services do not include presentations to the
City Council or the Measure J Committee. However, we have shown these as Optional
Additional Services.
Our Basic Services for this part of the project will incl tide rthe following:
1. Needs Assessment and Building Program Phase Services: During this phase we
will identify library needs and prepare a building program to guide the-development
of the design. We will prepare an initial cost rhodel in order to give the library a
sense of the order of magnitude of the project costs..`
1.1. Review City-provided information including plans and prior studies.
1.2. Prepare project schedule.
1.3. Prepare project directory.
1.4. Site Visit 1 (one-day visit): PMT Mceung.l;Library site visit and
observation;Presentation to Library Board:;
1.5. Review in€oimadon gathered about the Library, including use data,
Califorrnaa,$tate Library annual reports and other strategic planning
docuniertWas available,operational.information, community demographics,
and other strategic,plai ding documents as available.
1.6 PIvfl i ecting'!;(Tclecofiferenee)�Review existing plans;Review
informaflott received;Plan community participation process including but
not limited ? worki%with key stakeholder groups,hosting community
meetings, coniiYcting 6 on-line survey; Specific planning for next site visit
and meeting with the Library and community.
1.7. Setup base floor plan drawing.
1.8. Site Visit 2(two-day visit): PMT Meeting 3;Review new trends in service
deliveM'Meei with Library staff and community on library needs;Meet with
City staff to confirm deferred maintenance needs and any associated work
scope to be included in project.
1.9. Prepare online survey for Library distribution.
1.10. Conduct telephone interviews and teleconference meetings with Library staff
and community representatives.
1.11. Develop draft space needs analysis using current use data,future plans,and
benchmarking.
1.12. Review survey results tabulated by the Library.
1.13. Prepare draft building program.
1.14. PMT Meeting 4(teleconference):Review draft needs assessment and
building program.
1.15. Revise needs assessment and building program.
05
14 February 2013 Jeannie Kays Page 3
1.16. Design opportunities diagrams.
1.17. Develop initial construction cost model.
1.18. Develop initial project cost model.
1.19. Site Visit 3 (one-day visit): PMT Meeting 5;Needs assessment;Building
program; Design opportunities;Initial project cost model;Meetings with
Library staff and community representatives;Possible presentation to Library
Board.
1.20. Prepare final needs assessment and building program for City approval.
1.21. Update project schedule.
2. Design Alternatives Phase: Group 4 wilt develop up to three,ahernatives illustrating
the location of the principal functions within the library. We wilf update the project
budgets to reflect the development of the design and willghlight significant cost
differences between design alternatives.
2.1. Conduct building code analysis.
2.2. Prepare up to three alternative space plans based on approved building
program.
2.3. Prepare preliminary furniture plan and budget.,
2.4. PMT Meeting 6(Teleconference): Review floor plan concepts and select
preferred alternative.
2.5. Analyze alternatives for new mechanical and.electrical systems.
2.6. Develop selected floor plan.
2.7. Preliminary recommendations for mechanical and electrical systems.
2.8. Update project budget.
2.9. Site Visit 4 (one-day visit):PMT Meeting'7t review Conceptual Design with
Building
3. Conceptual Design� econf endations: During this phase we will develop the
selected floor plan dltema0.V'&mchi4ing an,interior perspective rendering showing the
character of the.Library: e will update:the project budget and schedule and present
the design to the Library Board.
3A. Modify plans based bn direction from the City.
3.2. : Update preliminary furniture plans and budget.
3.3. Prepare conceptual design cost estimate.
3.4. Update project budget.
3.5. Prepare conceptual design project schedule showing project phases through
completion of construction.
3.6. Prepare ,final Conceptual Design documents including site plan, floor plan,
furniture plan,and rendering showing character of library interior;
Construction cost estimate;Recommended project budget;Recommended
project schedule.
3.7. Site Visit 5 (one-day visit);PMT Meeting 8;Review final Conceptual
Design;Presentation to Library Board.
COMPENSATION:Compensation for Basic Services shall be a fixed fee of$91,932.
Invoicing will be monthly and reflect the services completed during the past month
period. Progress invoicing will not exceed the following amounts per phase of Basic
Services:
06
14 February 2013 Jeannie Kays Page 4
Needs Assessment and Building Program Phase $40,028.00
Design Alternatives Phase $ 19,718.00
Conceptual Design Recommendations Phase $ 32,186.00
Total Basic Services Compensation: $91,932.00
Reimbursable project expenses,such as printing,binding,shipping and handling costs,
special exhibits and other expenses directly attributable to the project will be charged in
addition to our fees. Project expenses will be billed to the City at our cost plus 10%. We
estimate the cost of Reimbursable Expenses associated with Basic Services to not exceed
$7,550.00.The total estimated cost of fees for Basic Services and reimbursable expenses
will not exceed$99,482.00.
OPTIONAL ADDITONAL MEETINGS AND PRESENTATIONS: If additional
meetings are required,we will bill on an hourly basis and.suggest,that you budget for
reimbursable expenses for additional presentations and meetings.Far each additional
presentation,assuming one Group 4 team member will'attend,the meeting will be held in
the evening,and a hotel stay is required,we estimate the fees to be$2,200 and the
reimbursable expenses to not exceed$500.
OTHER ADDITIONAL SERVICES: When approved by the City,services not
specifically included in Basic Services,including the services of additional engineers and
consultants,will be performed and the City shall compensate Group 4 Architecture,
Research+Planning at our standard hourly rates;.
SCHEDULE: We estimate that our services will be conspl'eted in 3 '/x months. We will
prepare a project schedule'forthe City's approval and update it throughout the project.
FUTURE PROJECT PHASES:In selecting Group 4 Architecture, Research+Planning,
Inc.,the City recognizes that Group 4 has the qualifications to provide full planning,
architecture;and interior design services including schematic design,design
development, construction documents,bidding,construction administration,and post-
construdpon phase services.The City,-at its discretion,may choose to amend this contract
to add tMe.services to the"Group'sScope of Services for Additional Compensation if
mutually affceed to by the City and the Group 4.
CITY'S RESPONSIBILITIES:The City shall provide information about the project
including plans and other available information about the present building as reasonably
needed.
07
14 February 2013 Jeannie Kays Page 5
I�
Please contact us if you have any questions about our proposal.Following your review,
please indicate your acceptance below by signing and sending an original copy to our
office. We are looking forward to meeting with you and the Board on February 28".
Sincerely,
GROUP 4 ARCHITECTURE, RESEARCH+PLANNING,INC.
Wayne Gehrke David Schnee A tudrea Gifford
Principal Principal AAs''sociate
WG/mm
57
.+
08
8. LEGISLATIVE ACTION
8. A. Review of Library Annual Report
President Gray noted that he would like to add some verbal comments not included
in the written Annual Report for City Council scheduled to be presented on December
5, 2012.
MOTION: (Willison/Bushore, 3-0)To approve annual report.
8. B. Discussion of Main Library building renovation
President Gray asked that the Board discuss items 8.13. and 8.C. together.
8. C. eview of Architect's Request for Qualifications and Board recommendation
In early 2012, the former Library Director sought out Requests for Qualifications
(RFQ) from California architectural firms specializing in library architecture. Five
firms expressed interest but two responded with RFQs. After reviewing the RFQs
and discussing architectural firms the Board recommended architectural firm Group
4, for the Main Library renovation. President Gray stated that he would like to invite
City Manager and City Council Subcommittee to the December Board meeting to
discuss how to move forward with library renovation.
MOTION: (Bushore/Willison, 3-0) To recommend architect Group 4 for Main
Library renovation.
8. D. Update for the Welwood Murray Library project
City Council approved the architectural drawings and plan to move forward with the
Welwood Murray Library renovation at their November 7, 2012 meeting. President
Gray asked that the bound copies of The Desert Sun located in the basement of
Welwood Murray Library get evaluated and moved if necessary. The Palm Springs
Preservation Foundation has offered to financially support the reconstruction of the
round circulation desk. Trustee Willison noted that he is not in favor of accepting any
monies from the Palm Springs Preservation Foundation to pay for a circulation desk.
8. E. Continuation of discussion regarding formation of a Library Foundation
President Gray and Trustee Bushore stated that they met to continue a discussion of
the formation of a Foundation. Library Foundation Mission and Goals were
established a year ago. They suggested a goal of June 30, 2013 to establish a
nonprofit for the purpose of a Library Foundation. President Gray asked Trustee
Bushore to bring IRS forms to the December meeting to continue the process. There
was further discussion that an attorney may be needed and how or if the Trust Fund
could contribute to the Foundation.
2 09
8. C. Update for the Welwood Murray Library project
President Gray turned the meeting over to Will Kleindienst, Architect and AI Smoot,
Owner's Representative. AI Smoot reported that the project is somewhat on hold as
the State of California has determined that the funding that was set aside for this
project belongs to the State through the dissolution of Redevelopment Agencies.
The City may be able to reclaim the funds from the state since the project is
underway. Reimbursement can take approximately two years. The City Manager
has authorized the architect to continue with design development. Design
development can take 4-6 weeks. Cost estimating can take about 3 additional weeks
after design development.
8. B. Discussion of Main Library building renovation—Group 4 Architects
President Gray turned over the meeting to Group 4 Architects. Wayne Gehrke
introduced Project Team, discussed their qualifications, and asked the Library Board
to tell them their project goals. Board members shared their wishes and vision for the
Library.
MOTION: (Gray/Willison, 4-0)To allocate up to $100,000 of Trust Funds to
Group 4 Architecture, Research + Planning for Design Development Phase
contingent upon approval by City Council.
Will Kleindienst and Al Smoot left the meeting at this time.
8. D. Continuation of discussion regarding formation of a Library Foundation
President Gray stated that he and Trustee Bushore have met and would like the
Board's permission to meet with officers of the Friends of the Palm Springs Library to
discuss plans to form a foundation. Trustees Ellerd, Futterer, and Willison gave their
permission for President Gray and Trustee Bushore to meet with the Friends of the
Palm Springs Library.
9. REPORT FROM FRIENDS OF THE PALM SPRINGS LIBRARY LIAISON
Friends President Chris Seidel reported that the Friends annual meeting will take
place Saturday, March 2 from 1-3 PM. The annual meeting is being held at 720
Camino Norte, a private home in the Las Palmas neighborhood. Guest speaker will
be Mel Haber from Ingleside Inn. The Friends will be amending their Bylaws to
increase the Board roster from 11 to 15 members.
Chris submitted an article to the Desert Sun's Valley Voice section of the newspaper
about the need of the Library to receive Measure J funds to renovate the Library.
The Friends Board has retained a Public Relations firm to increase public awareness
of the Friends and ultimately the Library. They are doing a direct mail campaign,
press releases, advertising, TV and radio interviews, and speaking engagements by
the Friends.
President Gray turned the meeting over to President pro tem Ron Willison and left at 4:30 PM.
10. REPORT FROM DIRECTOR OF LIBRARY SERVICES
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