SUBJECT: SECOND CONTINUATION AGREEMENT WITH GROUP 4/
ARCHITECTURE, RESEARCH AND PLANNING, INC
RECOMMENDATION
Approval of a second continuation agreement with Group
4/Architecture, Research and Planning, Inc. that extends the term of the
agreement retroactive from July 1, 2001 to June 30, 2002 at no additional cost
to the City.
BACKGROUND
On August 29, 2000, the City Council approved a second amendment to the agreement with Group 4/Architecture, Research and Planning, Inc. for Phase III of the Branch Facilities Master Plan. This amendment expanded the Community Outreach section of the scope of services to increase the depth and variety of community specific informational and display materials regarding the Branch Facilities Master Plan.
Due to the passage of the Library Bond measure in November 2000, other activities prevented Library and Public Works staff from working with Group 4 as much as had originally been planned, resulting in delays to the schedule for this amendment. On May 29, 2001, the City Council approved a continuation agreement extending the term through June 30, 2001 with no change to either the scope or compensation.
The Library Bond Program has now been underway for several months and changes to the Branch Facilities Master Plan, the basis for the program, have occurred. The Library again wishes to extend the term of the agreement in order to have Group 4 update the Branch Facilities Master Plan to reflect emerging direction from the City on overall and individual project scopes, including modifications to the phasing of branch improvements.
As sufficient funding is still available from the original agreement and updating the Plan was included in the original scope of services, only the term of the agreement needs to be extended. The Library wishes to extend the term through June 30, 2002.
The public has been and will continue to be involved in every step in the preparation of the Branch Facilities Master Plan. Nearly 6,000 library users responded to a survey tracking use patterns. Over 300 library users and non-users participated in the fifteen informative interactive workshops held at locations across the City during winter 1998/1999. Over 500 people stopped by a staffed information kiosk set up at in-branch outreach sessions. Community participation in the preparation of the Branch Facilities Master Plan demonstrates how the people of San José are dedicated to their libraries and ready with thoughtful, passionate ideas for the future. The public has played an important role in the process by balancing the professional judgement of consultants and City staff with the values and needs of the communities they serve.
This agreement has been coordinated with the City Attorney’s Office and the Risk Manager’s Office.
BUDGET REFERENCE
|
Fund: |
General Fund Capital - 001 Construction/Conveyance Tax Fund – 393 |
|
Amount: |
$12,054* |
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Budget Reference: |
2000/01 Adopted Capital Budget |
*Encumbrance carryover from 2000/01 to 2001/02
City Librarian, Library Department