Subject: HILLVIEW BRANCH LIBRARY
Council District: 5
SNI: East Valley/680
Communities
RECOMMENDATION
a. Approval of an agreement with AEDIS Architecture and Planning of San José for consultant services including project design, preparation of construction documents, and construction administration services for the Hillview Branch Library Project and the relocated running track, for a term from June 1, 2003 to January 31, 2007, in the amount of $798,000.
b. Adoption of the following Appropriation Ordinance amendments in the Library Bond Projects Fund:
1. Increase the Hillview Branch Library Project by $1,008,000
2. Decrease the Ending Fund Balance by $1,008,000
The Hillview Branch Library is the eighth library to be initiated under the Branch Facility Master Plan. The branch will be located adjacent to Fischer Middle School on Hopkins Drive.
Public Works and Library Department staff conducted the architectural consultant interview and selection process per the Department of Public Works Consultant Selection Procedure, and recommend the retention of AEDIS Architecture and Planning to provide design services for this project.
The scope of work will include program review, conceptual design, schematic design, design development, preparation of construction documents, bidding and award, construction administration, preparation and compiling of record documents and project closeout and the design for the relocated running track. The conceptual design and schematic design scope of work will include community outreach. Construction is scheduled to begin in Spring 2005 with completion in Fall 2006. Originally scheduled to begin design in FY 2003/04, the design process is proposed to be accelerated in order to qualify the construction costs for potential reimbursement in the next round of state grant funding. The construction schedule will not be impacted by the proposed acceleration of design.
Staff from Public Works and the Library Department and other panel members including library volunteers, community representatives and related professionals interviewed five firms. As a result, AEDIS Architecture and Planning of San José was selected for the Hillview Branch Library. Library and Public Works staff believe that $798,000 is a reasonable fee for the work to be performed. The fee includes a reserved additional service amount and reimbursables. San José architectural firms have been selected for five of the first eight projects of the Branch Library Bond Program.
The City will utilize an innovative delivery method for this project, because the consultant will share portions of the consultant’s professional workload with available City staff. City staff will provide integrated professional civil and landscape design services, thereby combining available, qualified City staff resources with the depth and staffing flexibility of the consultant. There are no remaining available City staff resources with appropriate qualifications beyond professional civil and landscape design suitable for additional project integration. However, City staff will continue to provide an appropriate level of service for project facilitation, coordination and plan review.
The consultant will utilize a LEED Certified architect on
the Design Team for this facility, and the facility will be designed in
accordance with the City’s Green Building Policy.
The Request for Qualifications was published in the San José Mercury News and in various others Bay Area newspapers. A programming community meeting was held on June 5, 2002. Future project meetings will be advertised at various branch library locations for conceptual design and the schematic design processes.
This agreement and memo have been coordinated with the Departments of Library, Planning, Building and Code Enforcement, and Finance and City Attorney’s Office.
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1. |
AMOUNT OF RECOMMENDATION: |
$798,000
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2. |
COST OF PROJECT: |
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Project Delivery |
2,166,000 |
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Construction (Allocated) |
7,400,000 |
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Construction Contingency |
740,000 |
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TOTAL |
$9,866,000 |
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3. |
SOURCE OF FUNDING: |
472 - Branch Libraries Bond Projects Fund |
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4. |
FISCAL IMPACT: This project is consistent with the Council-approved Budget Strategy Economic Recovery section in that it will spur construction spending in our local economy. This project will have minimal impact on the operating budget. It is estimated the General Services Department will have an ongoing maintenance cost increase of $16,000 annually once occupancy is taken. |
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NOTE: An appropriation action is recommended to accelerate the design process.
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Fund # |
Appn. # |
Appn. Name |
RC # |
Total Appn. |
Amt. For Contract |
Adopted Budget Page |
Last Budget Action (Date, Ord. No.) |
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472 |
4318 |
Hillview Branch |
120940 |
$ 2,000 |
$798,000 |
Page 186 |
06/18/02, Ord No. 26674 |
*Additional funding of $10,052,000 is provided in 2003-04 through 2006-2007.
Exempt, PP03-04-133
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KATY ALLEN |
LARRY D. LISENBEE |
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Director, Public Works Department |
Budget Director |