Loading...
HomeMy WebLinkAbout1986-03-18; City Council; Resolution 8441. * : 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 1-E 13 2C 21 22 22 24 25 26 27 28 RESOLUTI 0I.J NO. 8441 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A CONSULTAIIT AGREEMENT FOR AN ARCHITECTURAL SITE EVALUATION STUDY OF THE CITY HALL/ MAIN LIBRARY COMPLEX. MHEREAS, the City of Carlsbad has solicited proposals for an architectural site evaluation study; and WHEREAS, all prospective firms were required to submit qualifications statements and support information; and WHEREAS, all firms selected as finalists were required to submit a detailed scope of work proposal; and MHEREAS, the recommended firm of Michael Ferrer/Rob Qui gl ey and 4ssoci ates possesses the ski 11 s , background, and experti se necessary to accomplish the study; and WHEREAS, the City Council has previously appropriated funds in the amount of $25,000 in the 1985-86 C.I.P. budget for the study. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Carlsbad, California: 1. That the above recitations are true and correct. 2. That the agreement with the firm of Michael Feerer/Rob Quigley and Associates attached hereto as Exhibit A is nereby approved. 3. That the Mayor is authorized and directed to enter into an agreement with the firm of Michael Feerer/Rob Quigley and Associates on behalf of the City. // // // i/ // 3 I. . , be 1 2 3 4 5 6 7 9 9 ZC 11 1% 12 14 15 1E 17 1€ 1: 2c 21 2: 22 24 2: 2t 2'; 2E PASSED, APPROVED AND ADOPTED by the City Council of the City of March :arlsbad, California, at a regular meeting held on the 18th day of ,986, by the following vote, to wit: , AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine MARY H. CSLER, Mayor \TTEST: :SEAL) AGREEMENT FOR ARCHITECTURAL CONSULTANT SERVICES THIS AGREEMENT, made and entered into as of the 18th day of March, 1986, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City," and Michael Feerer/Rob Willington Quigley and Associates hereinafter referred to as "Consultant .I1 RECITALS City requires the services of an architectural consultant to provide the necessary architectural services for evaluation of current and future municipal facilities; and Consultant possesses the necessary skills and qualifications to provide the services required by City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and ,a Consultant agree as follows: ( 1 ) CONSULTANT "3 OBLIGATIONS The Consultant shall provide architectural consultant services to the City in accordance with the "Detailed Proposal" attached hereto which is incorporated by reference and made a part of this agreement. Said services shall be performed diligently, in a professional manner, and in accordance with the terms and conditions of this agreement under the direction of the City Manager or his authorized represent at ive . (2) CITY OBLIGATIONS The City shall pay the Consultant in accordance with paragraphs (4) and (5) of this agreement upon receipt of invoices submitted by the Consultant and approved by the City. 5'- -2- ( 3 ) PROGRESS .AND COMPLETION The work under this contract will begin immediately upon receipt of notification to proceed by the City and be completed within ninety (90) calendar days of that date. Extensions of time may be granted if requested by the Consultant and agreed to in writing by the City Manager. such requests, the City Manager will give allowance for documented and substantiated unforeseeable and unavoidable delays not caused by a lack of foresight on the part of the Consultant, or delays caused by City inaction or In consideration of other agencies' lack of timely action. (4) FEES TO BE PAID TO. CONSULTANT The fee payable to the Consultant by the City shall be calculated by the hours and rates in accordance with the section of the attached "Detailed Proposal" entitled ''Compensation". No other canpensation for services will be allowed except those items covered by supplemental agreements per paragraph (6), CHANGES IN WORK. (5) PAYMENT OF FEES Payment of fees shall be made within fifteen (15) days after receipt and approval of invoices submitted by Consultant to City. All invoices shall be detailed and include a written description of the work performed in accordance with the "Detailed Proposal", dates, hours worked, hourly rate, and total amount of requested payment. The Consultant may submit an itemized invoice at the conclusion of forty- five (45) days after initiation of this agreement up to but not to exceed fifty percent (50%) ($12,500) of the total maximum fee allowed under the agrement ($25,000). completion of the scope of work. The balance of the fee payable to the Consultant shall be made upon 6 -3- It is understood that if the project is resumed after being suspended for more than sixty (60) days, the Consultant's compensation shall be subject to renegotiation based upon adjustments to billing rates that have occurred in the interim . (6) CHANGES IN WORK If, in the course of this contract, changes seem merited by the Consultant or the City, and informal consultations with the other party indicate that a change in the conditions of the contract is warranted, the Consultant or the City may request a change in contract. Such changes shall be processed by the City in the following manner: forwarded to the City or Consultant to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. reaching mutual agreement OP the proposal, a supplemental agreement shall be prepared by the City and approved by the City Council. agreement shall not render ineffective or invalidate unaffected portions of the A letter outlining the required changes shall be After Such supplemental agreement. Changes requiring immediate action by the Consultant or City shall be ordered by the City Manager v\ho will inform a principal of the Consultant's firm of the necessity of such action and follow up with a supplemental agreement covering such work. (7 ) NON-COLLUSION CLAUSE The Consultant warrants that their firm has not-employed or retained any company or person, other than a bona fide employee working for the Consultant, to solicit or secure this agreement, and that Consultant has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making this agreement. For breach or violation of this warranty, the City shall have the right to annul 7 .. -4- this agreement without liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. (8) NON-DISCRIMINATION CLAUSE The Consultant shall comply with applicable State and Federal laws regarding non-discrimination. (9 TERMINATION- OF CONTRACT In the event of the Consultant's failure to prosecute, deliver, or perform the work as provided for in this contract, the City may terminate this contract for nonperformance by notifying the Consultant by certified mail of the termination of the contract. The Consultant, thereupon, has five (5) working days to deliver said documents owned by the City and all work in progress to the City Manager. The City Manager shall make a determination of fact based upon the documents delivered to City of the percentage of work which the Consultant has performed which is usable ad of worth to the City in having the contract completed. shall determine the final payment of the contract. Based upon that finding as reported to the City Council, the Council ( IO) DISPUTES If a dispute should arise regarding the performance of work under this agreement, the following procedure shall be used to resolve any question of fact or interpretation not otherwise settled by agreement between parties. Such questions, if they become identified as a part of a dispute among persons operating under the provisions of this contract, shall be reduced to writing by the Consultant or the City Manager. A copy of such documented dispute shall be forwarded to both parties involved along with recommended methods of resolution which would be of benefit to both parties. The City Manager or the Consultant receiving the letter shall reply to the letter along with a recanmended method -5- of resolution within ten days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the office of the City Attorney. The City Council may then opt to consider the directed solution to the problem. In such cases, the action of the City Council shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. ( 1 I ) SUSPENSION OR TERMINATION OF SERVICES This agreement may be terminated by either party upon tendering thirty (30) days written notice to the other party. In the event of such suspension or I termination, upon request of the City, the Consultant shall assemble the work product and put same in order for proper filing and closing and deliver said product to City. In the event of termination, the Consultant shall be paid for work performed to the termination date; however, the total shall not exceed the guaranteed total maximum. The City shall make the final determination as to the . portions of tasks completed and the canpensation to be made. Compensation to be made in compliance with the Code of Federal Regulations. (12) STATUS OF THE CONSULTANT The Consultant shall perform the services provided for herein in ( Consultant's own way as an independent contractor and in pursuit of Consultant's independent calling, and not as an employee of the City. Consultant shall be under control of the City only as to the result to be accanplished and the personnel assigned to the project, but shall consult with the City as provided for in the request for proposal. (13) ROLE OF THE CONSULTANT The Consultant will provide planning and programming to the City for this project. For this scope of work, the Consultant will not practice architecture, .. -6- engineering, nor any building trades, and assumes no liability normally associated with such professions and trades. ( 14) OWNERSHIP OF: DOCUMENTS All plans, studies, sketches, drawings, reports and specifications as herein produced as a result of this agreement are the property of the City, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports and studies shall be delivered forthwith to the City. right to make copies of all documents for his/her records. Consultant shall have the The Consultant may show to others selected items from reports and documents as part of business development. The Consultant warrants that display of this information will not cause harm to the City. ( 15 ) HOLD HARMLESS AGREEMENT The City, its agents, officers and employees shall not be liable for any claims, liabilities, penalties, fines, or any damage to goods, properties, or effects of any person hatever, nor for personal injuries or death caused by, or resulting from, or claimed to have been caused by, or resulting from, any act or omission of Consultant or Consultant's agents, employees or representatives. Consultant agrees to defend, indemnify and save free and harmless the City and its authorized agents, officers, and employees against any of the foregoing liabilities or claims of any kind and any cost and expense that is incurred by the City on account of any of the foregoing liabilities, unless the liability or claim is due, or arises out of, solely to the City's negligence. (16) ASSIGNMENT OF -CONTRACT The Consultant shall not assign this contract or any part thereof or any - monies due thereunder without the prior written consent of the City. -7- (17) SUBCONTRACTING If the Consultant shall subcontract any of the work to be performed under this contract by the Consultant, Consultant shall be fully responsible to the City for the acts and omissions of Consultant's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Consultant is for the acts and missions of persons directly employed by Consultant. Nothing contained in this contract shall create any contractual relationship between any subcontractor of Consultant and the City. The Consultant shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Consultant's work unless specifically noted to the contrary in the subcontract in question approved in writing by the City. (18) PROHIBITED INTEREST No official of the City wt-10 is authorized in such capacity on behalf of the City to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving of any architectural, engineering inspection, construction or material supply contractor , or any subcontractor in connection with the construction of the project, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer, employee, architect, attorney, engineer, or inspector of or for the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory, or other similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. (19) VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the City, either before, during, or after the execution of this contract, shall affect or modify any of the terms or obligations herein contained nor such -8- verbal agreement or conversation entitle the Consultant to any additional payment whatsoever under the terms of this contract. (20) SUCCESSORS OR ASSIGNS Subject to the provisions of paragraph (151, Hold Harmless Agreement, all terms, conditions, and provisions hereof shall insure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors and assigns. ( 21 BUSINESS LICENSE REQUIRED I Prior to beginning work, the Consultant shall secure a City of Carlsbad business license and pay the appropriate fee for said license in accordance with Section 5.04.020 of the Carlsbad Municipal Code. (22) EFFECTIVE DATE This agreement shall be effective on and from the day and year first above written.. (23) CONFLICT OF INTEREST The Consultant shall file a conflict of interest statement with the City Clerk of the City of Carlsbad. interests in real property. The Consultant shall report investments or IN WITNESS WHEREOF, we have hereunto set our hands and seals. CITY OF CARLSBAD L&q-&..f A // Mayor ... ATTEST: _I--- City Clerk Space Needs Study & Site Evaluation Of The Existing Carlsbad City Hall & Libraries A Joint Venture Of Michael Feerer & Associates / Rob Wellington Quigley, AIA Architects Our Roles Michael Feerer, Michael Feerer & Associates Will Direct This Study & Will Be The City's Prime Contact Person 4 Firm Specializes Exclusively In Facility Programming 4 Has Completed Similar Space Need Studies For Many Cities 4 Award-Winning Expertise In Planning City Halls & Civic Centers Strong Reputation With Cities In Facility Planning Projects Rob W~lIingtm Quigley, AlA Architects Will Lead The Site Evaluation Tasks During This Project 4 Award-Winning Architect With Experience In Many Municipal Projects Has Completed Many Master Planning / Site Planning Projects 4 Internationally & Nationally Recognized As A Leader In Architecture Has Teamed With Michael Feerer & Associates On Many Prior Projects Richard Waters, HBW Associates, Inc. Will Be Heavily Involved In The Library Space Needs Study Tasks Extensive, Nationally-Recognized Library Planning Expertise 4 Has Developed Space Needs Studies For Many Library Systems Broad Knowledge Of Library Operations & CosVBenefit Trade-offs 4 HBW/MFA Are Currently Working On San Diego's New Central Library Robert ser"'earIt, P. E., Willdan Associates 4 Have Served Many Municipalities In Traffic, Access & Parking Planning 4 Is Familiar And Has Previously Worked With The City Of Carlsbad Space Needs Study r& Site Evaluation 0 .. Of The Existing Carlsbad City Hall & Libraries I Our Contribution Dual Strengths Of Facility Programming & Architecture Long, Consistently Successful Track Record Familiar With City Hall & Library Issues Consistently Recognized For Our Past Efforts Comfortable & Familiar With Council Presentations Our Commitment Dedicated To A Strong On-Site Presence Dedicated To Heavy Principal-Level Involvement Good Listeners With A Responsive Process Will Avoid A "Boilerplate" Or "Formula" Approach We Respect & Will Respond To Your Unique Goals Summarv Of Scope Of Work & Schedule r Proposed Scope of Work Carlsbad City Hall & Libraries: Space Needs Study & Existing Site Evaluation Assess The Space Needs Of Carlsbad City Hall 1 Assess The E xistina C itv Hall Fac ilities (MFA/ RWQl 1.1 1.2 1.3 1.4 2 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 Review Existing Space Program, Plans & Other Data Of City Hall, Trailers, And Interim Facilities Inventory Existing Spaces As Needed To Update Floor Plans & Fumiture Diagrams Assess The General Physical Condition Of The Existing City Hall And Its Furnishings & Equipment Review Facility Condition & Existing Data With Project Committee Analvze CurrentlFuture Citv Hall Space Needs iMFA1 Conduct Detailed Individual Interviews With Each Department Director And/or Key Personnel Review Expected Short and Long-Term Organizational GrowtWChanges To Departments Finalize With City Manager Staff The Current & Future StaffingEervice Projections Of Each Dept. Extensively Visit Each Department To Observe Staff Work Tasks And Public Interaction Summarize Existing Space Problems And Their Impact On City Operational Goals & Costs Review & Confirm Planning Assumptions Regarding Degree Of Future Use Of Office Technologies Develop Space Standards For All City Hall Individual Workspaces, Shared Spaces & Public Spaces Review & Refine Space Standards As Needed With Project Committee And Department Directors Summarize Existing/Future Space Needs & Review With Project Committee And Department Directors Assess The Space Needs Of Carlsbad Libraries 3 3.1 3.2 3.3 3.4 4 4.1 4.2 4.3 4.4 4.5 4.6 Assess The Existina Carlsbad Libraries (MFA/RWQ/HBWL Review Prior Space Program, Floor Plans & Other Existing Data On Carlsbad Main Library & Branch Inventory Existing Library Spaces As Needed To Update Floor Plans & Furniture Diagrams Assess The General Physical Condition Of The Existing Main Library And Its Furnishings & Equipment Review Facility Condition & Existing Data With Library Management Staff Analvze Cur rent/Future Space Needs Of L ibraries (M FA/HBW), Develop Demographic Data On The Carlsbad Library System Target Population Conduct Detailed Group Discussions With Library Director And Other Key Library Personnel Review & Confirm Libraries' Existing Data (Programs, Service Levels, Collections, Staffing, Etc.) Develop Future Operational Projections Of Programs, Service Levels, Collections, Staffing, Etc. Identify Technological Advances Affecting Library Space Needs Now And In The Future , -Summarize Space Projections For Both Libraries & Review With Committee & Key Library Staff Evaluate The Expansion Potential Of The Existing Site 5 Analvze Site Plannina/Location Issues (RWQ/MFA/HBW/WA) 5.1 5.2 5.3 5.4 5.5 Review Existing InformatiotVPlans Of Current Site & Nearby Parcels To Be Considered For Expansion Assess Site Constraints Affecting Expansion Of The City Hall & Library Summarize Land Use, Demographic, Traffic And Other Community Trends Affecting Existing Site Evaluate The Long-Term Viability Of Existing Site Location For City Hall And/or Library Review/Refine Site Analysis With Project Committee & Library Management Staff Evaluate The Expansion Potential (Continued) 6 Develop Expansion Options For Existina Site (RWQ/MFA/HBW/ WA) 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 Review Space Need Increase Of City Hall & Library Developed During Earlier Project Tasks Develop Diagrams Indicating Site Expansion Conceptual Design Options Develop Phasing Approach For Each Option To Minimize Disruptions During Construction Develop Summary Of Traffic, Access & Parking Impacts Of Each Option Develop Conceptual Cost Estimate & Schedule Required To implement Each Option Suggest New Uses For Existing Facilities If Not Used By City Hall And/or Library Summarize The Advantages & Disadvantages Of Each Option Review/Refine Options With Project Committee & Library Management Staff Devebp The Final Project Report 7 7.1 7.2 7.3 Develop Final SDa ce Needs/Site Evaluation ReDort IMFA/RWQ/HBWL Produce Draft Report & Review With Project Participants Produce Final Report & Submit To City For Council Policy Action Present To City Council And Library Board Of Trustees To Establish Approved Project Direction Detailed uescription Of Tasks Detailed Description Of Tasks Carlsbad City Hall & Libraries Space Needs Study & Existing Site Evaluation Assess The Space Needs Of Carlsbad City Hall 1 1.1 1.2 1.3 1.4 Assess The Existina Citv Hall Facilities (MFA/RWQ) Review Existing Space Program, Plans & Other Existing Data Regarding City Hall, Trailers, And Interim Facilities Existing City documents related to the City Hall, trailers and other interim facilities used for City offices will be reviewed. The review will particularly focus on the prior City Hall space program as well as the existing site and floor plans of the facilities. We will also review other relevant prior information that may exist, such as prior studies on the facilities, department policy statements, current/future employee projections, and existing work loadlsewice level statistics. City's Responsibility During This Task: The City will need to provide two copies of the plans and one copy of the other documents within the first week of the project. inventory Existing Spaces As Needed To Update Floor Plans & Furniture Diagrams Interior areas will be inventoried as needed to update the floor plans and furnishing information (to the degree needed to create an accurate, updated information base for space needs projections). Michael reefer will personally investigate each area as an important step towards understanding the adequacy or deficiency of each space. Special problem areas will receive extra attention. Cify's Responsibility During This Task: The City will need to send a memo to all City Hall departments indicating that an inventory process will be occuring. If desired by the Project Committee, Michael Feerer will attend a City department director meeting to personally introduce the study process. Assess The General Physical Condition Of The Existing City Hall And Its Furnishings & Equipment Rob Quigley and Michael Feerer will assess the general condition and remaining useful life of the existing City Hall structure. Special emphasis will be placed on the building's interior and exterior finishes as well as its mechanical and structural systems. Prior major maintenance and repair histories will be reviewed. Notes will be made on particular features or elements that constrain expansion capabilities. In addition, part of this task will be to assess the general condition of existing furniture at City Hall facilities. The extent of potential use of existing furnishings will affect the space need projections and budget for an expansion or new project. City's Responsibility During This Task: None. Review Facility Condition & Existing Data With Pruject Committee All work completed during this series of tasks will be presented to the Project Committee for review and refinement. Any issues needing further investigation will be identified and completed. Cify's Responsibility During This Task: The City will need to form a "Project Committee" for this project that will review our work as it progresses. Timely scheduling of reviews by the Committee will be needed in order to finish this project within the desired 6Oday time frame. Page Two 2 Analvze Cu rrentlfuture Citv Hall Space Needs ( MFA! 2. I Conduct Detailed Individual lnterviews With Each Department Director And/or Key Personnel We will develop a structured interview format for the Department Director interviews. It will be based on successful interview formats used in our other City Hall projects and will be reviewed with the Project Committee prior to commencing the sessions. The interviews will focus on current spatial problems, activities that affect each department's space needs, space-saving potentials, current adjacency problems, future needs for space, and other unmet facility needs. We will also reach a clear understanding of how the existing facilities are constraining the daily working success of the department as well as the public's interaction with the department. Interview notes will be prepared by MFA and sent to each director (and City Management staff) for their review, clarification and further comment. In addition, we will discuss with the Project Committee issues regarding all publidshared spaces in the City Hall, such as the Council Chambers and major lobby areas. City's Responsibility During This Task: The Project Committee will need to review and approve the interview format. A list of department directors and any other key personnel to be interviewed will need to be furnished. Up to 10 interviews are budgeted for this task. The Project Committee will need to participate with the team in discussing various issues and criteria for the publidshared spaces within City Hall. The City Manager's office will need to review interview session notes to ensure that each departmect is correctly representing their current and future needs within the overall context of City goals, objectives and budget constraints. Before space projections can be completed in later tasks, the City Manager's office will need to resolve any disagreements it may have with departments regarding stated needs. 2.2 Review Expected Short and Long-Term Organizational GrowthXhanges To Departments Related to the interview process, we will review with the City Manager's office each department's expected staffing and service growth (at dates corresponding to future population milestones for Carlsbad). Demographic data will be attained from SANDAG as well as Carlsbads Planning Department. In addition, we will review with the City Manager's office potential further levels of computerization, other technological changes, potential re-organization of any department, and any other factors that will influence future space needs. City's Responsibility During This Task: The City Manager's office will need to be available for the above discussions. The Planning Department will need to provide all of its available demographic data regarding the City of Carlsbad. 2.3 Finalize With City Manager Staff The Current & Future StaffingIService Projections Of Each Department Based on Tasks 2.1 and 2.2, a finalized list will be developed indicating the current and future staffing and service projections of each City Hall department. Current and future population milestones for Carlsbad are suggested to serve as target dates for the staffing projections. This will form a key information base to the upcoming space projections. Cify's Responsibility During This Task: The City Manager's Office and/or Project Committee will need to confirm and approve these staffing and service projections. Page Three 2.4 2.5 2.6 2.7 Extensively Visit Each Department To Observe Staff Work Tasks And Public Interaction Based on the information attained from the detailed interviews, Michael Feerer will further visit key areas of certain departments as needed to observe daily activities and get a better understanding of key issues. Although the earlier interview sessions will provide a detailed walk-through opportunity, this task will allow areas of special importance to be researched further. The visits will also be an opportunity to ask any follow-up questions to the structured interviews. Cify's Respunsibilify During This Task: None. Summarize Existing Space Problems And Their Impact On City Operational Goals & costs Based on the above tasks, each major existing space problem will be analyzed and summarized. Its impact on the City's operational goals and costs will also be clearly stated. Particular attention will be placed on problems that impact service to the public. Lack of space for new employees, inadequate privacy/communication levels, lack of spatial flexibility, limitations in employee productivity and comfort, and unnecessary staffing costs are expected to be some of the major impacts. The goal of this task is to clearly summarize in our report to the City Council the operational impact of the space problems. City's Responsibility During 73is Task: None. Review 8; Confirm Planning Assumptions Regarding Degree Of Future Use Of Office fechnologies The degree of current and future City use of various office technologies will influence space needs. The level of commitment to computerization, records management & microforming, off ice furniture systems vs. traditional furnishings, electronic mail, etc. will need to be determined. Michael Feerer will illustrate the costs and benefits of any technologies the City is not familiar with. This will lead to a set of planning assumptions influencing the space needs of an expanded or new City Hall. City's Responsibility During This Task: A discussion will need to be held with the City Manager's office and/or the Project Committee regarding future use of office technologies. A consensus for planning purposes should be reached regarding these issues. Develop Space Standards For All City Hall Individual Workspaces, Shared Spaces & Public Spaces Accurate space standards will be developed for all City Hall individual workspaces, shared spaces and public spaces. The standards will be based on all of the findings of prior tasks. An efficient and effective allocation of spaces will be the goal. We will insure that the standards are sized to provide flexibility and adaptability for future needs. For the individual workspaces, three-dimensional diagrams of each workspace will be generated on computer for review by the Project Committee and Department Directors. The diagrams will accurately indicate the size and nature of each individual workspace. City's Responsibility During This Task: None. .- Page Four 2.8 Review & Refine Space Standards As ' Needed With Project Committee And Depa rtrn ent Directors The Project Committee and Department Directors will need to review the space standards to ensure that they are in agreement with the space allocations. MFAs computerized three- dimensional workspace diagrams will assist in this review effort. If needed, we will coordinate visits to other local facilities to illustrate space standards issues to the City. It will not be important (for the purposes of this study) to have every detail within each individual workspace correctly shown as long as the general size and nature of the space is confirmed. Cify's Responsibility During This Task: The Project Committee and Department Directors will need to review and approve the space standards. ' 2.9 Summarize Existing/Future Space Needs & Review With Project Committee And Department Directors Using the space standards, total space projections will be determined for each department and related City Hall area. One set of projections will be based on what would be required in a City Hall expansion project. A second set of projections will be based on what would be required in a new City Hall project. Current and future population milestones for Carlsbad are suggested to serve as target dates for the space needs. Parking needs will also be forecast. All work completed during this series of tasks will be presented to the Project Committee for review and refinement. Any issues needing further investigation will be identified and completed. Cify's ResponsibiMy During This Task: Timely review and approval by the Project Committee and Department Directors will be needed. Assess The Space Needs Of Carkbad Libraries. 3 Assess The Existina Carlsbad Libraries !MFA/RWQ/HBWZ 3.7 Review Prior Space Program, FIoor Plans & Other Existing Data On Carlsbad Main Library &i Branch We will review existing documents that are relevant to this project. The emphasis will be on important statistical information that will be useful for later stages of our work. The documents to be reviewed include any prior space programs, master plans or internal staff reports regarding the library facilities. Existing floor plans and furnishing diagrams for both facilities and the site plan for the Main Library will be assessed. We will also need to review the Main and Branch Library collection counts, usage statistics, staffing list, salary schedule/history and organizational chart as well as the Library System's service plan, collection development policy, program statements and data on its target population. Cify's Responsibility During This Task: The City will need to provide us with two copies of the above documents within the first week of the project. Page Five 3.2 3.3 3.4 4 4. I 4.2 Inventory Existing Library Spaces As Needed To Update Floor Plans & Furniture Diagrams Interior areas will be inventoried as needed to update the floor plans and furnishing information (to the degree needed to create an accurate, updated information base for upcoming tasks). Michael Feerer and Richard Waters will personally investigate each area as an important step towards understanding the adequacy or deficiency of each space. Special problem areas will receive extra attention. City's Responsibility During This Task: None. Assess The General Physical Condition Of The Existing Main Library And Its Furnishings & Equipment Rob Quigley and Michael Feerer will assess the general condition and remaining useful life of the existing Main Library structure. Special emphasis will be placed on the building's interior and exterior finishes as well as its mechanical and structural systems. Prior major maintenance and repair histories will be reviewed. Notes will be made on particular features or elements that constrain expansion capabilities. In addition, part of this task will be to assess the general condition of the existing Library furniture at both facilities. The extent of potential use of existing furnishings will affect the budget for an expansion or new project. City's Responsibility During %"lis Task: None. Review Facility Condition & Existing Data With Library Management Staff All work completed during this series of tasks will be presented to the Project Committee for review and refinement. Any issues needing further investigation will be identified and completed. City3 Responsibility During This Task: Timely review and approval by the Project Committee and Library management staff will be needed. Analyze Cu rrent/Future Space Needs 0 f Libraries MFA/H BWl Develop Demographic Data for The Carlsbad Library System Target Population Prior to the group discussions, we will have developed demographic statistics regarding the service population for the Libraries. We recognize that the target population extends beyond the City boundaries of Carisbad. Therefore, we will review the Library's existing data regarding service population and supplement it as needed with SANDAG or Planning Department statistics. City's Responsibility During This Task: None. Conduct Detailed Group Discussions With Library Director And Other Key Library Personnel Michael Feerer and Richard Waters will meet with the Library Director and other key library management personnel in one or more group discussions to review the overall direction of the a 3' Page Six 4.2 4.3 4.4 4.5 4.6 (Continued) Library system, ourrent problems, current and future needs and other issues that will influence the space need projections. Each library program component will be reviewed and discussed in detail. Criteria used in determining space needs for each area will be reviewed. City's Responsibility During This Task: The City will need to determine what library management personnel, if any other than the Director, should participate in the group discussions. Review & Confirm Libraries' Existing Data (Programs, Service Levels, Collections, Staffing, Etc.) Concurrent with the group discussions, we will review the Libraries' existing operational data. We have found in other library projects it is useful to recheck and discuss the existing data in order to ensure its validity and fully understand its implications. City's Responsibility During This Task: None. Develop Future Operational Projections Of Programs, Service Levels, Collections, Staffing, Etc. Prior to the group discussions, we will develop operational projections of programs, service levels, collections and staffing based on the target population data and other Library existing data. The operational projections will be reviewed and refined during the group discussions as needed. City's Responsibility During This Task: None. Identify Technological Advances Affecting Library Space Needs Now And In The Future During the group discussions, we will discuss various Library information technologies and storage technologies available now or in the future. The current staIe of the Library's automation and use of these technologies will be reviewed. We will review what other "leading edge" main libraries have achieved technologically. Assumptions will be discussed and resolved (for the purposes of space need projections) regarding the expected degree of future committment by the Carlsbad Library system to each of these technologies. City's Responsibility During This Task: None. Summarize Space Projections For Dual Libraries & Review With Commiffee & Key Library Staff Based on the results of the group discussions and our research, we will calculate, fine-tune and refine the space projections for dual Library facilities for the City of Carlsbad. Current and future service population milestones for the Carlsbad Library system are suggested to serve as target dates for the space need projections. Parking needs will also be forecast. For informational purposes, the projections will be compared to accepted "rule of thumb" overall space need Page Seven 4.6 (Continued) I formulas for libraries. All work completed during this series of Library planning tasks will be presented to the Project Committee and Library management staff for review and refinement. Any issues needing further investigation will be identified and completed. City's Responsibility During This Task: Timely review and approval by the Project Committee and Library management staff will be needed. Evaluate The Expansion Potential Of Existing Site 5 Analvze Site PlanninalLocation Issues ( RW Q/M FA/HB WMI A) 5.1 Review Existing Information/Plans Of Current Site & Nearby Parcels To Be Considered For Expansion Site plans, parcel diagrams, utility locations and topography plans of the existing City Hall & Library site will be reviewed. Other adjacent or nearby parcels that are to be considered for expansion options will also be assessed. Changes in grade and slope conditions on the site will be noted. In addition, we will review demqraphic data of Carlsbad as well as surrounding land use designations and for use during later tasks. City's ResponsibiMy During This Task: The City will need to provide two copies of the site plans, parcel diagrams, utility location plans, topography plans and demographic data within the first two weeks of the project. 5.2 Assess Site Constraints Affecting Expansion Of The City Hall & Library The team will assess the various constraints affecting expansion on the site. Site dimensions, topography, traffic and parking access, view vistas, relationships to the street and surrounding neighborhood and other factors will be evaluated. This will set the framework for developing expansion options during later tasks. City's Responsibility During This Task: None. 5.3 Summarize Land Use, Demographic, Traffic And Other Community Trends Affecting Existing Site There are several factors (besides on-site technical constraints) that influence the long term viability of the existing site for the City Hall and/or Library. These factors include land use trends surrounding the site and along its access roadways, location convenience for the community, the evolving distribution of population within Carlsbad, and other factors. Traffic and access will be especially important considerations. We will summarize each of these factors as a basis for recommending whether the existing site will remain a viable site for either the City Hall and/or Library. City's Responsibility During This Task: None. Page Eight 5.4 5.5 6 6.7 6.2 6.3 Evaluate The Long-Term Viability Of Existing Site Location For City Hall And/or Library Based on the above summaries, we will make a clear recommendation to the City regarding the long-term viability of the existing site. This issue will be especially important for the City Hall. City's Responsibility During This Task: None. Review/Refine Site Analysis With Project Committee & Library Management Staff All work completed during this series of tasks will be presented to the Project Committee and Library management staff for review and refinement. Any issues needing further investigation will be identified and completed. Civs ResponsibiMy During This Task: Timely review and approval by the Project Committee and Library management staff will be needed. Develop Expansion options For Existina Site (RWQ/MFA/HBWNVA\ Review Space Need Increase Of City Hall & Library Developed During Earlier Project Tasks The Cor-nmittee-approved space need projections will be reviewed by the project team as the starting point to conceptualizing possible expansion options. City's Responsibility During This Task: Project Committee approval of the space need projections for the City Hall and Library will be needed prior to beginning this task. Develop Diagrams Indicating Site Expansion Conceptual Design Options Rob Quigley and Michael Feerer will hold an intense half-day inter-office workshop as a way to brainstorm and evaluate many expansion possibilities. From the wide range of options discussed, the most feasible options will be refined in simple diagrammatic form that will be easily understandable by City staff and the Council. City's Responsibility During This Task: None. Develop Phasing Approach For Each Option To Minimlze Disruptions During Construction A phasing approach that minimizes operational disruptions during construction will be crucial to the success of each potential option. Therefore, for the feasible options, we will ensure that there is a successful, cost-effective phasing approach to implementing the proposed project. This will also be represented in diagrammatic form. City's ResponsibiMy During This Task: None. Page Nine 6.4 6.5 6.6 6.7 6.8 Develop Summary Of Traffic, Access & Parking lmpacts Of Each Option Willdan Associates will perform a traffic, access and parking study of each option. We will review the existing site with Willdan prior to developing the expansion options, however, this task will also enable Willdan to review the specific impacts of each option. Their suggestions will be used to refine the options as needed. They will prepare a summary of the general traffic planning factors regarding the existing site as well as a written summary of the traffic and parking impacts of each option (for inclusion into the Space Study Report). City's Responsibility During This Task: City personnel may need to be available to Willdan as needed regarding traffic and parking issues. A copy of any prior traffic or parking reports that relate to the existing site will need to be provided to Willdarr Associates. Develop Conceptual Cost Estimate & Schedule Required To Implement Each Option For each option, we will develop a conceptual cost estimate and an implementation schedule. The cost estimate will be based on square footage costing of the building shell plus allocations for site development work, furnishings, fixtures and equipment, landscaping, professional fees and other costs. A certified cost estimating service will be used to supplement the costing experiences of Michael Feerer and Rob Quigley from similar projects in this area. City's Responsibility During This Task: None. Suggest New Uses For Existing Facilities If Not Used By City Hall And/or Library If any of the expansion options do not use some of the existing permanent buildings on the site, we will suggest other civic or community uses for the facilities. These recommendations will be developed jointly with the Project Committee and will be incorporated as part of the Space Study/ Site Evaluation Report. City's Responsibility During This Task: Participation by the Project Committee will be needed to suggest other uses for the existing permanent facilities. Summarize The Advantages & Disadvantages Of Each Option Based on the above tasks, the advantages and disadvantages of each expansion option will be summarized. This will be compared to the advantages and disadvantages of creating a new facility (such as the City Hall) at another site. The goal of this task is to clearly summarize (for Project Committee review as well as City Council review) the pros and cons of each option, both in regards to qualitative and quantitative issues. There will be special emphasis on initial project costs as well as long-term operational costs. City's Responsibility During This Task: None. Review/Refine Options With Project Committee & Library Management Staff All work completed during this series of tasks will be presented to the Project Committee and Library management staff for review and refinement. Any issues needing further investigation will be identified and completed. City's ResponsibiMy During This Task: Timely review and approval by the Project Committee and Library management staff will be needed. a9 Page Ten Develop The Final Project Report Develop Final Soace N eeds/Site Evaluation Report fMFA/RWQ/H BW 1 7.1 Produce Draft Report & Review With Project Participants Based on all of the prior work to date (including submittal and review of draft summaries on specific topics in the above tasks), we will develop a clear Draft Report that summarizes and ties together our entire work. Michael Feerer will be in charge of wriiing the entire report and tying it together into a cohesive and concise product. The Draft Report will be submitted to the Project Committee as well as other project participants (as desired by the City) for review. Comments and final refinements will need to be received in writing, leading to the development of a Final Report. City's Responsibility During This Task: Timely review of the Draft Report will be needed. 7.2 Produce Final Report & Submit To Cify For Council Policy Action Based on the review comments regarding the Draft Report, we will produce and submit a Final Report to the City. Emphasis will be placed on producing a clear report that is easily "digestable" and understandable to the City Council. The presentation quality and clarity of this proposal is a good indicator of the production quality of the final report. City's Responsibility During This Task: Distribution of the report. Present To Cify Council And Library Board Of Trustees To Establish Approved Pro jec t Direction We will be available as needed for presentations of our findings to the City Council as well as the Library Board of Trustees. Slides and other graphic presentation techniques will supplement our report. Michael Feerer, Rob Quigley and Richard Waters will be at both of these presentations. 7.3 City's Responsibility During This Task: Adequate notification to us prior to presentation dates. Two presentations are budgeted within this scope of work. . Compensation Co m pensat ion Revised: March 5,1986 The following compensation request is based on our detailed scope of work contained within this proposal. The number of hours and fee required to successfully complete the scope of work are indicated below. Assess The Space Needs Of Carlsbad City Hall Phases 1 and 2 Principal Time (M. Feerer, R. Quigley) Associate Time (MaryAnne Chase) Clerical Support Time Phases 1 and 2 Subtotal: 126 hours @ $70lhour = 10 hours @ $40/hour = 10 hours @ $24/hour = Assess The Space Needs Of Carlsbad Libraries Phases 3 and 4 Principal Time (M. Feerer, R. Quigley, D. Waters) Associate Time (MaryAnne Chase) Clerical Support Time Phases 3 and 4 Subtotal: 92 hours @ $70/hour = 8 hours @ $40/hour = 10 hours @ $24/hour = Evaluate The Expansion Potential Of The Existing Phases 5 and 6 Principal Time (M. Feerer, R. Quigley, D. Waters) Associate Time (Mary Ann Chase) Clerical Support Time Phases 5 and 6 Subtotal: 32 hours @ $70/hour = 22 hours @ $40/hour = 10 hours @ $24/hour = $ 240 $ 9,460 $ 6,440 $ 320 $ 240 $ 7,000 Site $ 2,240 $ 880 $ 240 $ 3,360 Develop The Final Project Report Phase 7 Principal Time (M. Feerer, R. Quigley, D. Waters) 64 hours@$70/hour = $ 4,480 Associate Time (Mary Ann Chase) 8 hours@$40/hour = $ 320 Clerical Support Time 16 hours @ $24/hour = $ 380 Phase 7 Subtotal: $ 5,180 ----------- Total Project Compensation: $ 25,000 _--__1---1_____--_______1_11______1_1___------------------------------------------------------- The above fee structure is a "not to exceed" cost to accomplish the entire scope of work. For this fee, up to ten copies of the draft and final reports will be provided to the City , including a "camera ready" report from which the City can make additional copies for its use on this project. Due to the relatively brief nature of this project, payment of this fee is requested up to 50% of the total fee ($12,500) upon submission of an itemized invoice 45 days followin initiation of the contract with the balance of the fee payable at the conclusion of this scope of wo 8 .