1990-197-Authorizing The Execution Of An Agreement For Library Building Consultant Services With HBW Associates, Inc.RESOLUTION 1990 -197
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE EXECUTION OF AN AGREEMENT
FOR LIBRARY BUILDING CONSULTANT SERVICES
WITH HBW ASSOCIATES, INC.
RESOLVED, by the Town Council of the Town of Los Gatos, County
of Santa Clara, State of California, that the Town Manager is authorized and
directed to execute an agreement for library building consultant services with
HBW Associates, Inc.
PASSED AND ADOPTED at a regular meeting of the Town Council of
Los Gatos this 17th day of September, 1990 by the following vote:
TOWN COUNCIL:
AYES: Joanne Benjamin, Eric D. Carlson, Robert L. Hamilton,
Brent N. Ventura, Mayor Thomas J. Ferrito
NAYS:
ABSENT:
ABSTAIN: -�
SIGNED:,i
MAYOR OF THE /TOWN OF "LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
I l4
CLERK OF /-/THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
A6P_-IcO� COPY
AGREEMENT FOR LIBRARY CONSULTANT SERVICES
THIS AGREEMENT is entered into this day of , 19
by and between the Town of Los Gatos, State of California, herein called the "Town",
and HBW Associates, Inc., engaged in providing Library consulting services herein called
the "Consultant ".
RECITALS
A. The Town is considering undertaking activities to design and build a new
Community Library through a California State grant application using Proposition
85 funds.
B. The Town desires to engage a Library Consultant to provide consulting services
in conjunction with the design of a new Library.
AGREEMENTS
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
1. Scope of Services. The Consultant shall provide the following services listed
below.
A. Review of all background studies and demographic data reports that are
relevant to the project.
B. Preparation of a space needs assessment study for 10, 20 and 30 year
planning horizons.
C. Work with the Town and Library Staff and the Library Board to
incorporate community input into the building program. Library staff, the
Library Board and representative community members will continue to be
involved in the design process as key decisions are made.
D. Initial site visit for purpose of meeting staff, thorough review of library's
program of service and service expectations that a new facility will allow,
in -depth discussions with regard to computer, electronic and
telecommunications needs, extensive tour of existing facility, review of site
and other Town meetings /discussions as required.
E. Prepare building program (for the preparation of architectural schematic
plans) in draft form, including but not limited to:
i. exterior considerations (e.g. site, signage and exterior lighting);
ii. interior considerations (e.g., acoustics, lighting, power distribution,
signage and maintenance);
iii. assignable spaces (e.g., size, functional description, occupancy levels,
preliminary listing of furniture and equipment, and environmental
and engineering needs such as communications, utilities, electronics
and security);
iv. second site visit for purpose of thorough review of building program
draft with user, architects, interior designers and Town citizens;
V. revision of program, printing of final copies, provision of floppy disk
and camera -ready copy for ease of change and additional copies
should user require same;
vi. review of all plans and specifications prepared by the
architect /engineer and interior design consultants including schematic
design, contract documents and furniture /equipment plans and
specifications. For the Los Gatos Memorial Library this would be
a "Phase Il" service as described in Consultants "A Proposal to the
Town of Los Gatos, California for Library Consultant Services"
(attached hereto as Exhibit "A ").
F. Consultant shall carry out this project under the direction of the Library
Director's office for the purpose of receiving information, reviewing progress
and providing the guidance needed to solve problems that may arise.
G. Meet with Town and Library staff and others to coordinate the preparation
of the Town's application for Proposition 85 funds and develop creative
financing approaches for library construction. This is an optional service
that may be provided at the Town's request.
2. Time of Performance. The services of the Consultant are to commence upon the
execution of this Agreement with completion of the program by November 1,
1990, as provided for in Consultants "A Proposal to the Town of los Gatos,
California for Library Consultant Services" "Project Calendar" p.16 (attached hereto
as Exhibit "A ").
3. Compliance with Laws. The Consultant shall comply with all applicable laws,
codes, ordinances, and regulations of governing federal, state and local laws.
Consultant represents and warrants to Town that it has all licenses, permits,
qualifications and approvals of whatsoever nature which are legally required for
Consultant to practice its profession. Consultant represents and warrants to Town
that Consultant shall, at its sole cost and expense, keep in effect or obtain at all
times during the term of this Agreement any licenses, permits, and approvals which
are legally required for Consultant to practice its profession. Consultant shall
maintain a Town of Los Gatos business license pursuant to Chapter 15 of the
Code of the Town of Los Gatos.
Page 2 of 6
4. Confidential Information. All data, documents, discussion or other information
developed or received by or for the Consultant in performance of this Agreement
are confidential and will not be disclosed to any person except as authorized by
the Town Manager, Town Librarian or their designee or as required by law.
5. Town ProoeM. All materials and compilations of information produced by the
Consultant specifically to perform this Agreement are and remain property of the
Town regardless of whether such materials and compilations are required to be,
or are, actually delivered to the Town.
6. Compensation. The compensation to be paid to the Library Consultant including
both payment for professional services administrative overhead and any
reimbursable expenses (as detailed in Consultant's "A Proposal to the Town of Los
Gatos, California for Library Consultant Services," "Requested Compensation" p.17
(attached hereto as Exhibit "A ") shall not exceed fifteen thousand one hundred
dollars ($15,100). Payment shall be made at the Town's next issue of warrants
following completion and receipt of billing. If the consultant determines that
additional services may be required to complete the assignment, the Consultant
shall submit a written request to perform additional services with a concise
breakdown of additional costs. The Library Director will review the request and
will either provide approval for the additional services and costs or advise the
Consultant to continue without the additional work. In no case will the
compensation amounts be more than those indicated without prior written
notification and the subsequent approval by the Town.
7. Independent Contractor. It is understood that the Consultant, in the performance
of the work and services agreed to be performed, shall act as and be an
independent contractor and not an agent or employee of the Town. As an
independent contractor he /she shall not obtain any rights to retirement benefits
or other benefits which accrue to Town employee(s). With prior written consent,
the Consultant may perform some obligations under this Agreement by
subcontracting, but may not delegate ultimate responsibility for performance or
assign or transfer interests under this Agreement.
8. Conflict of Interest. The Consultant has no holdings or interests within the Town
of Los Gatos. Consultant has no business holdings or Agreements with any
member of the staff or management of the Town or its representatives.
9. Insurance.
A. Minimum Scope of Insurance:
i. Consultant agrees to have and maintain, for the duration of the
contract, a General Liability insurance policy insuring him /her and
his /her firm to an amount not less than: five hundred thousand
dollars ($500,000) combined single limit per occurrence for bodily
injury, personal injury and property damage.
Page 3 of 6
ii. Consultant shall provide to the Town all certificates of insurance,
with original endorsements effecting coverage. Consultant agrees that
all certificates and endorsements are to be received and approved
by the Town before work commences.
B. General Liability:
i. The Town, its officers, officials, employees and volunteers are to be
covered as insureds as respects: liability arising out of activities
performed by or on behalf of the Consultant; products and completed
operations of Consultant, premises owned or used by the Consultant;
or automobiles owned, leased, hired or borrowed by the Contract.
ii. The Consultant's insurance coverage shall be primary insurance as
respects the Town, its officers, officials, employees and volunteers.
Any insurance or self- insurances maintained by the Town, its officers,
officials, employees or volunteers shall be excess of the Consultant's
insurance and shall not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the Town, its officers, officials,
employees or volunteers.
iv. The Consultant's insurance shall apply separately to each insured
against whom a claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
C. All Coverages: Each insurance policy required in this item shall be
endorsed to state that coverage shall not be suspended, voided, cancelled,
reduced in coverage or in limits except after thirty (30) days' prior written
notice by certified mail, return receipt requested, has be given to the Town.
10. Indemnification. The Consultant shall save, keep and hold harmless indemnify and
defend the Town its officers, agent, employees and volunteers from all damages,
costs or expenses in law or equity that may at any time arise or be set up because
of damages to property or personal injury received by reason of, or in the course
of performing work which may be occasioned by a willful or negligent act or
omissions of the Consultant, or any of the Consultant's employees, or any
subconsultant. The Town will not be held liable for any accident, loss or damage
to the work prior to its completion and acceptance.
11. Waiver. No failure on the part of either parry to exercise any right or remedy
hereunder shall operate as a waiver of any other right or remedy that party may
have hereunder.
12. Governing Law. This Agreement, regardless of where executed, shall be governed
by and construed to the laws of the State of California.
Page 4 of 6
13. Termination of Agreement. The Town and the Consultant shall have the right to
terminate this agreement with or without cause by giving not less than fifteen (15)
days written notice of termination. In the event of termination, the Consultant
shall deliver to the Town all plans, files, documents, reports, performed to date
by the Consultant. In the event of such termination, the Consultant shall be paid
for all satisfactory work, unless such termination is made for cause, in which event,
compensation, if any, shall be adjusted in light of the particular facts and
circumstances involved in such termination.
14. Entire Agreement. This Agreement constitutes the complete and exclusive
statement of the Agreement between the Town and Consultant.
No terms, conditions, understandings or agreements purporting to modify or vary
this Agreement, unless hereafter made in writing and signed by the party to be
bound, shall be binding on either party.
15. Execution. This Agreement may be executed in several counterparts each of which
shall constitute one and the same instrument and shall become binding upon the
parties when at least one copy, here of shall have been signed by both parties
hereto. In proving this agreement, it shall not be necessary to produce or account
for more than one such counterpart.
IN WITNESS WHEREOF, the Town and Consultant have executed this
Agreement as of the date indicated on page one (1).
Town of Los Gatos
David W. Knapp, Town Manager
Town of Los Gatos
/YMNOP1a
Clerk of the Town of Los Gatos,
Los Gatos, California
Marian V. Cosgrove, Town Clerk
M G R031;A: REPORTS \LIBRARY. CON
Page 5 of 6
Consultant
Approved as to Form:
Mar Jo vinger, T bn Attorney
A Ps o p osa!
'Do' s � n
L,a
La0 b,azy C onsulkoln�-
Submitted by;
HBW Associates, Inc.
Library ]Planners and Consultants
Post OMce Box 191487
Dallas, Texas 75219 -1457
2R4/559-4291
2 -'1 2-2, 1990
EXHIBIT A
a "1'1 1
TOWN OF LOS GATOS, CALIFORNIA
FOR
LIBRARY CONSULTANT SERVICES
TABLE OF CONTENTS
HBW Associates, Inc. -
A National Consulting organization ...............1
Scopeof Services .................... ..........1
Philosophy ............... ......... 3
Current Volume of Work and Employment Level ....... 3
HBW's Library Building Planning Experience ........ 4
Community Meeting Experience ......................6
ProjectManagement .. ..............................6
Capability and Interest.... ....................8
Our Understanding of the Project ..................9
Scope of Services Required ........................10
HBW's Project Approach ............................10
Work Plan and Activities.. ...... ..............12
Review of Architectural Designs and
Specifications, and Project Team Meetings ........ 14
Additional Services .. .............................15
Staff Assistance ..... .............................15
Project Calendar ..... .............................16
Summary.. ........ ......16
Requested Compensation ............................17
Anoendices•
Table of Organization
Background: HBW Associates, Inc.
The HBW Project Team Vitaes
A Building Program for The Winter Haven Public Library,
Winter Haven, Florida (1 copy)
Excerpts from the San Francisco Main Library Building
Program
H8W ASSOCIATES, INC. - A NATIONAL CONSULTING ORGANIZATION
HBW Associates, Inc. Library Planners and Consultants,
is a national library consulting corporation. The main
office is located at 4242 Lomo Alto, Suite 720, Dallas, TX
75219 (mailing address is P.O. Box 191487, Dallas, TX 75219-
1487). Other offices are located in Houston and Oklahoma
City. The officers of the firm are David M. Henington,
president; Lee B. Brawner, vice - president; and Richard L.
Waters, secretary/ treasurer. HBW Associates was organized
in 1979. As a firm the company has provided library
building planning assistance for cities, counties and
libraries of all types across the nation, including several
California projects.
Each HBW officer is a library administrator of national
stature. The HBW facility planning assistance reflects this
experience in terms of library building programs based on
contemporary solutions to library service and space planning
problems and needs. David Henington is director of the
Houston Public Library and Lee Brawner is executive director
of the Metropolitan Library System serving Oklahoma City and
Oklahoma County; prior to his full -time association with HBW
in 1985, Richard Waters was associate director for public
services with the Dallas Public Library.
HBW provides Worker's Compensation and Employer's
Liability insurance coverage for all HBW employees. We are
an Equal Opportunity Employer and will certify so upon
request. We are classified as a small business. We are
financially sound and will provide a financial statement
upon request.
SCOPE OF SERVICES
HBW's principals and associate consultants,
representing nationally -known specialists, provide
consultation services to libraries, firms, architects,
interior designers, planners, institutions and government
bodies on a wide range of services including:
o Building programs and start -to- finish consultation
for new construction, renovations and additions.
o Library services and planning studies.
A Proposal to the Town of Los Gatos for Library Consultant Services
7
o Library automation studies and plans.
o Public relations and fund raising activities.
o Organizational, administrative, personnel and
financial management studies.
For library building consultation our services include
the following services:
o Review of all background studies and demographic
data reports that are relevant to the project.
o Preparation of a space needs assessment study for
10, 20 and 30 year planning horizons.
o Initial site visit for purpose of meeting staff,
thorough review of library's program of service
and service expectations that a new facility will
allow, in -depth discussions with regard to
computer, electronic and telecommunications needs,
extensive tour of existing facility, review of
site and: other meetings /discussion as required,
e.g. town meetings.
o Preparation of building program in draft form,
including;
00 Exterior considerations, e.g. site, signage,
exterior lighting, etc.
00 Interior considerations, e.g. acoustics,
lighting, power distribution, signage,
maintenance, etc.
00 Assignable spaces, e.g. size, functional
description, occupancy levels, preliminary
listing of furniture and equipment, and
environmental and engineering needs
(communications, utilities, electronics,
security, etc.).
00 Second site visit for purpose of thorough
review of building program draft with user,
architects, interior designers, town
citizens, etc.
A Proposal to the Town of Los Gatos for Library Consultant Services
2
00 Revision of program, printing of final
copies, provision of floppy disk and camera -
ready copy for ease of change and additional
copies should user require same.
o Review of all plans and specifications prepared by
the architect /engineer and interior design
consultants including schematic design, contract
documents and furniture /equipment plans and
specifications. For the Los Gatos Memorial
Library this would be a "Phase II" service.
PHILOSOPHY
HBW believes that every elected official and appointed
administrator is concerned with the same objective,
providing effective facilities and services for citizens and
staff use at the most reasonable cost. This is accomplished
by careful planning to meet changing needs, maximizing staff
potential and giving attention to proven methodologies for
effective service. Staff and user ideas are eagerly sought,
as is citizen input. HBW's consultants combine experience,
objectivity, proven practices and planning skills to meet
the particular needs of libraries of all sizes and types.
CURRENT VOLUME OF WORK AND EMPLOYMENT LEVEL
At the present time HBW is serving as library
consultant for a new facility for the Riverside City- County
Library, a space needs assessment for the Solano County
Library and a master plan and building program for the San
Luis Obispo City- County Library. The San Luis Obispo
project will be concluded next month.
In Oxnard, (CA) HBW is working as consultant to the
architects on a new 72,000 square foot main library for that
city. In Chapel Hill (NC) HBW is programming a new public
library building and reviewing all plans and specifications.
HBW has a comfortable backlog of work. Our past
experience indicates that we are able to successfully
manage more than one project at a time. We are aware that
the Los Gatos Memorial Library wants to complete the library
building program by November 1, 1990, in order to meet the
Proposition 85 deadline. Our work will help you meet your
schedule. We know that in a building project time is money;
we will move swiftly - -but carefully!
A Proposal to the Town of Los Gatos for Library Consultant Services
3
As our experience summary indicates, HBW has been
involved with a number of public library building planning
and programming projects. Our track record is a good one.
we meet project schedules and we stay within budget.
we have worked with mayors and town councils, town
administrators, library boards and commissions (both
operational and advisory), Friends of the Library groups,
citizens -at- large, architects /engineers, interior design
firms and others. Our past clients have included city,
town, county and regional library systems, library
districts, state agencies, architectural firms, corporations
and schools.
HBW'S LIBRARY BUILDING PLANNING EXPERIENCE
HBW has been involved with a number of public library
projects. We have developed building programs and /or
reviewed architectural plans for the following public
library projects: the Indian River County (FL) and the
Broward County (FL) library systems; Corpus Christi, Dallas,
Fort Worth, Houston and Irving (TX), Denver (CO), Johnson
County (KS), the - Chapel Hill and The Public Library of
Charlotte and Mecklenburg County (NC), Richland County (SC),
San Francisco and Oceanside (CA), South Bend (IN), Rochester
Hills (MI) and Tucson - -to name several. HBW has performed
facility and space planning studies for public library
systems in Memphis - Shelby County (TN), Naperville (IL),
Philadelphia (The Free Library) and San Diego, Chula Vista
and Huntington Beach (CA).
HBW principal consultant David Henington was also
responsible, as director of the Houston Public Library, for
the planning of the "new" 25,000 square foot Carnegie Branch
Library in Houston which serves as a community college
library /LRC, middle school library and public library
branch.
From the above we provide six references (additional
references are available upon request).
Winter Haven Public Library (FL) - HBW prepared a space
needs assessment and a detailed building program for
the major expansion of the existing 11,000 sf facility.
A copy of the final report is enclosed. Please contact
Kathryn L. Smith, Director, One Library Lane SE, Winter
Haven, FL 33880, (813) 297 -4021.
A Proposat to the town of Los Gatos for Library Consuttant Services
4
Indian River County Library (FL) - HBW wrote the
building programs for two buildings, the 15,000 sf
North County Library and the 35,000 sf South County
Library. We also prepared an administrative and
management manual for the library system. Please
contact Lynn Walsh, Library, Main Street, Sebastian, FL
32961, (407)388 -3697, and Mary Powell, Library, 1028
20th Place, Vero Beach, FL 32960, (407)567 -4111.
Loveland Public Library (CO) - HBW prepared the
building program for this new 30,000 square foot
library which opened January, 1988. HBW also reviewed
all architectural plans and specifications, performed a
community analysis survey, site selection studies and
made recommendations regarding private sector fund
raising. Please contact Ted Schmidt, Director,
Loveland Public Library, 300 North Adams Avenue,
Loveland, CO 80537 -5754, (303)667 -4040.
Rochester Hills Public Library (MI) - HBW was building
consultant for a new 72,000 square foot facility that
is now under design. Funds for the building were voted
by the citizerts of the Detroit suburb following a needs
assessment study conducted by HBW Associates, which
recommended a new building as well as many other
service enhancements. Please contact Christine Hage,
Director, Rochester Hills Public Library, 210 West
University Drive, Rochester, MI 48063, (313)656 -2900.
Paris Public Library (TX) - HBW prepared the building
program, reviewed all plans and specifications and
assisted with the selection of the architects for this
project. The scope of the project was the renovation
of a 1930's building, coupled with a doubling of size
and adding new parking. The newly expanded and
renovated facility was dedicated Spring, 1988. Please
contact Dick Boots, City of Paris, 326 Main Street,
Paris, TX 75460 -9998, (214)785 -7511.
Chula Vista Public Library (CA) - HBW studied the
overall facility needs of the library, recommending
three additional buildings. The city is now working on
site acquisition for a building in a recently annexed
area of the city. Please contact: Rosemary Lane,
Director, 365 F Street, Chula Vista, CA 92010 -2697,
(619)691 -5168.
A Proposal to the Town of Los Gatos for Library Consultant Services
5
In the Bay Area we worked with the staff of the San
Francisco Main Library, conducting several focus groups
leading to the programming of the new facility. We recently
completed a space needs assessment for the Burlingame Public
Library; we are now working with the South San Francisco
Public Library on a small project.
COMMUNITY MEETING EXPERIENCE
As indicated elsewhere, HBW has considerable experience
in participating in and /or leading community meetings during
the course of library consultation assignments. In addition
to our San Francisco experience we have participated in
community meetings in conjunction with projects in
Corvallis- Benton County, OR; Clackamas County, OR; Eugene,
OR; Waco - McLennan County, TX; Montgomery County, TX;
Maricopa County, AZ; Saint Paul, MN; the State of Illinois;
the State of Alaska; the University of Arizona; Solano
County, CA (to be scheduled) , Rochester Hills, MI and
Calcasieu Parish, LA. The library directors can provide you
with additional information regarding our participation and
capabilities.
PROJECT MANAGEMENT
For each project one officer of HBW serves as partner -
in- charge, the principal consultant. A second member of the
firm serves as associate consultant. This approach offers
the client the benefit and experience of a consultant team
throughout all phases of the project. This approach is also
HBW's way of providing insurance to our clients. Should,
for any reason, the partner -in- charge be unable to complete
the project, the associate consultant would be knowledgeable
on all facets of the project and be able to take over
without there being any loss of time.
For the Town of Los Gatos assignment, Richard Waters
will be the partner -in- charge (principal consultant) and
David M. Henington will be associate principal consultant.
Both Mr. Waters and Mr. Henington have graduate degrees in
librarianship from programs accredited by the ALA. Copies
of their vitaes are included with this proposal. The table
of organization appended to this proposal illustrates our
management and consultant roles.
A Proposal to the Torn of Los Gatos for Library Consultant Services
6
Richard L. waters, Partner -In- Charge
Mr. Waters holds an MLS from the University of
Washington. Mr. Waters was associated with the Dallas
Public Library for 19 years. During that period he was
Chief of the Central Library and Chief of Branch Services.
He was the principal library officer in the development of
the library's service goals and its long -range plan, the
planning and development of the Central Library (opened in
1982) and five new branch library buildings.
Mr. Waters also administered the Northeast Texas
library System, a 53- library cooperative serving 33
counties.
He has performed physical facilities /space needs
studies for the Chula Vista (CA) Public Library, the
Huntington Beach (CA) Public Library, the Santa Ana (CA)
Public Library, the Nichols Library (Naperville, IL), the
Champaign (IL) Public Library, the Free Library of
Philadelphia, and the Fairfax County Public Library and the
Jefferson - Madison Regional Library (both in VA), among
others. He was principal consultant =for studies in
Seminole, Lake, Volusia and Okaloosa (FL) counties; an
organization study for the Cuyahoga County (OH) Public
Library. He recently completed a branch library facilities
study for the Richland County (SC) Public Library, as well
as assisting in the selection of architects for a new Main
Library.
He also is serving as consultant for the California
State Library, assisting local libraries prepare for
Proposition 85 submittals by conducting workshops in Los
Angeles and Fresno, California, and reviewing building
programs for public libraries in Fresno, Glendora, Los
Angeles and Palmdale.
Mr. Waters is now serving on the Board of Directors of
the Urban Libraries Council. He is editor of Public Library
ouarterly, a Haworth Press publication.
The partner -in- charge will be an active on -site
consultant. You may communicate with Mr. Waters at P.O. Box
191487, Dallas, TX 75219 -1487, telephone (214)559 -4291. Our
telefacsimilie number is (214)559 -3389.
A Proposal to the Tam of Los Gatos for library Consultant Services
David M. Henington, Associate Principal Consultant
Mr. Henington holds an MS degree in Library Service
from Columbia University. He is the director for the
Houston (TX) Area Library System, a cooperative system of 53
libraries in 28 counties of southeast Texas, and also
director of the Houston Public Library System service the
city of Houston. He participated in the founding of the
Houston Area Research Library Consortium and continues to
serve on its Board of Directors.
He has served as principal consultant for HBW master
plan studies for the Topeka (KS) Public Library, the
Jefferson Parish (LA) Library System and the Montogmery
County (TX) Public Library.
He has served as HBW principal consultant for library
building projects in Broward County (FL), Corpus Christi
(TX), Chapel Hill and Charlotte - Mecklenburg County (NC).
Mr. Henington will be an off -site consultant. You may
communicate with Mr. Henington at 6225 San Felipe Road,
Houston, TX 77057, telephone 713/247- 2700 -days and 713/780-
3798- nights.
CAPABILITY AND INTEREST
Much of HBW's capability to interpret the needs of the
Town of Los Gatos' library service, provide library building
planning and programming assistance, evaluate the various
alternatives prior to making recommendations and offer other
assistance is implied by our approach as described below.
The fact that library staff and public (user) participation
is a key element of that process should help assure that our
assistance and resulting recommendations and building
program will be consistent with user expectations and
appropriate to the Town of Los Gatos and the population it
now serves - -and well into the next century!
HBW consultants are good listeners, responsive to the
needs, preferences and perceptions of the client. HBW takes
pride in its ability to stretch the imagination and provide
a fresh and creative, yet realistic, approach. We believe
that our planning recommendations and resulting building
program will gain support and result in the finest public
library facility in California, providing quality spaces for
the services needed by the residents and staff.
A Proposal to the Tour of Los Gatos for Library Consultant Services
a
We are interested in assisting you because we perceive
your needs as being uniquely satisfied by our background,
depth and experience.
OUR UNDERSTANDING OF THE PROJECT
This is a proposal to the Town of Los Gatos Memorial
Library. The library is seeking to engage a qualified
library consultant to assist in successfully applying to the
California State Library for Library Construction Bond Act
Funds (Proposition 85) by preparing a detailed building
program which can be used to qualify for both federal
(L.S.C.A. Title II [and perhaps NEH Challenge Grant]) and
state funds for the Town of Los Gatos.
We understand that the Town of Los Gatos has acquired a
1.68 acre site adjacent to the Town Center on which to build
a new library, projected to be 30,000 to 40,000 square feet
in size. The existing facility is 15,500 sf. Preliminary
design work is necessary to construct the building. If the
Town receives grant funding, the design and construction
process will move forward; if not, other sources of funding
will have to secured before the project can be completed.
The population of Los Gatos is 28,200. It is expected
to remain stable over the next 20 years although the
percentage of seniors is expected to grow. The library
belongs to a cooperative system and provides service to
residents of neighboring jurisdictions, most notably to
residents in the nearby Santa Cruz mountains. The library's
annual circulation (about 350,000 items) is one of the
highest per capita circulation rates in California.
Library activities include adult and children's
services, circulation, technical services and
administration. The FY91 operating budget is $950,000. The
collection numbers approximately 127,000 volumes.
Inadequate workspace, readers' seats, parking, and room for
collection growth are problems with the current building.
The new building's design should allow the library's
public services to be provided on one level, provide
adequate parking for patrons and staff, and functionally (as
well as aesthetically) tie the new library facility into the
rest of the civic center complex.
A Proposal to the Town of Los Gatos for Library Consultant Services
9
SCOPE OF SERVICES REQUIRED
The services provided by the library building
consultant should include the following:
o Work with the Town and Library staff and the
Library Board to incorporate community input into
the building program. The Library Board will hold
several meetings to solicit ideas from citizens
about the programs and services they wish the
library to provide. They will also ask
participants to place in priority order the needs
expressed at the meetings.
o Incorporate the results of these meetings into the
building program. Library staff, the Library
Board and representative community members will
continue to be involved in the design process as
key decisions are made.
o Prepare a building program in sufficient detail
for the preparation of architectural schematic
plans.
o Attend meetings with Town and Library staff and
the architect chosen for the project.
o Meet with Town and Library staff and others to
coordinate the preparation of the Town's
application for Proposition 85 funds and develop
creative financing approaches for library
construction. This is an optional service; to be
provided by HBW should the Town wish such service.
HBW'S PROJECT APPROACH
HBW Associates has reviewed the RFP and understands
that as consultant we are to carry out this project under
the direction of the Los Gatos Memorial Library, office of
the director. HBW believes that as your library building
consultant we should:
o Confer with the Library Director's office for the
purpose of receiving information, reviewing
progress and providing the guidance needed to
solve problems that may arise.
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10
o Build consensus for the overall project with Town
administration and the community.
o within the scope of the building program provide a
range of possibilities with regard to service and
space needs and how building size can be planned
and programmed to meet the service needs.
o Provide program recommendations that will maximize
staff efficiency without adding significantly to
the operating budget of the Library.
o Complete a building program that will address:
00 Recommended building size, number of levels
and a generic building footprint.
00 Description of exterior and interior planning
considerations; including the integration of
art, parking requirements, barrier -free
design, lighting, rest rooms, HVAC, signage,
communications, automated systems, activity
and_ conference rooms, power and water
outlets, etc.
00 Description of each assignable area within
the building.
00 Function and space relationships.
00 The flow of users and materials into and out
of the building and within the building and
on each level (if a multi -level facility).
00 Size (in assignable square footage).
00 Environmental and engineering needs, e.g.
building systems and technological
enhancements and security needs.
00 Preliminary listing of furniture and
equipment requirements.
00 Parking requirements to meet user needs and
satisfy local codes.
00 Capital and operational cost estimates.
A Proposal to the Torn of Los Gatos for Library Consultant Services
11
The building program will be completed by November 1,
1990, for inclusion in the Town of Los Gatos Proposition 85
application.
WORK PLAN AND ACTIVITIES
Based on your RFP, HBW proposes the following work plan
that we will be ready to implement within five days after
our proposal has been accepted and a contract signed.
1. Start -Up Meeting - Teleconference Call
HBW believes that a thorough planning and participatory
process is critical to the development of an effective
library building program that provides for needed services
and facilities. The process should first focus on the
present library services provided at the facility and the
library system. From an understanding and analysis of the
present, we can then begin to plan for the future. The
overall analysis can then be translated into specific
service and space needs for the new and expanded Town of Los
Gatos Library. We can be specific with regard to each
existing or new library service need(s) and the resulting
impact on the facility.
The process will draw on an analysis of the present
library services, consultation with the Town Manager,
library director and others, including the community as
desired.
This process will begin via a teleconference call,
initiated by HBW, involving the consultant team, the Library
Director and the Town of Los Gatos' Managers Office, (and
others of Los Gatos' choosing). The purpose of the call
will be to introduce the team to Los Gatos, review the
project schedule, the availability of background data, etc.
HBW has found this type of first "meeting" productive in
terms of use of time, as well as being cost effective.
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12
2. Review /Evaluation of Assembled Information
HBW will request any existing information that has
already been developed and assembled by the library staff
and others. We will ask for Town planning data and
projections - -any information that will enable us to make the
most accurate forecast possible as to the future growth and
development of the Los Gatos area. Two sets of the
information will be requested, to be mailed to each of the
HBW consultants. HBW will review the materials off -site,
make telephone calls to the library as needed for
clarification.
HBW will solicit and review existing library records
and reports to help determine the library's present and
proposed resources and services as they relate to future
service and facility requirements. Population and
demographic projections and trends will be carefully
reviewed and analyzed.
3. site visits
The first site visit will include a review of our work
with regard to the above activities, further review of the
project scope, and discussions regarding the various factors
with the Town and library staff. The visit will also serve
to further review the schedule and other concerns that need
to be discussed. During the visit HBW will also tour the
existing Library facility and the proposed new site. The
HBW consultant will also meet with other interested parties,
e.g. planning officials and community groups and
individuals - -as deemed appropriate by the library.
A series of library staff meetings will be scheduled
during the site visit in order to obtain broad input
regarding services and spaces that are desired for the
library facility for Los Gatos. The first site visit will
be completed by September 18, 1990.
4. Prepare Draft Building Program statement
Following the site visit, HBW will be prepared to write
the draft of the building program. The program draft will
utilize all of the data gathered from the first three
activities. It will include the information described
above.
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The program will be prepared in draft form and 10
copies will be mailed to the library. Following time for
the library and Town staff to review, HBW will schedule
another site visit for the purpose of a comprehensive review
of the draft program. The review will be with the Town and
library staff, and the architects, other officials (as
deemed necessary) and Town citizens. The draft program and
review will be completed by October 8, 1990.
S. Final Building Program
Following the review, HBW will make the needed
revisions and prepare the final written building program
statement. The detailed program will be written in a manner
that will be approved by the California State Library.
The program will also be prepared in such a manner so
that it can be adapted without great additional cost should
change prove necessary at a later date. The program will
further identify different funding strategies, including but
not limited to Proposition 85, L.S.C.A., NEH Challenge
Grant, private- sector fundraising, Capital Improvement Bond
Program and a combination of the above.
Twenty copies of the final detailed library building
program and report will be prepared and mailed, along with a
camera -ready copy and a floppy disk. The program will be
completed by November 1, 1990.
REVIEW OF ARCHITECTURAL DESIGNS AND SPECIFICATIONS, AND
PROJECT TEAM MEETINGS (PHASE II SERVICES, OPTIONAL)
Following receipt and approval of the building program,
HBW will be prepared to review the architect's response to
the program - -the schematic design first, followed by the
developed design and the construction documents and
specifications. HBW will provide written reviews of all
design phases. HBW will also be prepared to participate in
Project Team meetings as requested.
A Propose( to the Town of Los Gatos for Library Consultant Services
14
In a start -to- finish consultation HBW normally provides
the following services:
o On- and off -site critique of Schematic Design and
Developed Design to ensure compliance with the
building program.
o On- and off -site critique of Contract Documents,
including specifications, and review of furniture,
fixtures and equipment (FF &E) plans and
specifications for compliance with the building
program and the approved Design Development plans.
Review of vendor bids for FF &E will also be
provided if requested.
ADDITIONAL SERVICES
HBW is prepared to provide these additional services:
1. Arrangements and accompanying consultant time for
staff and /or architects to visit other public
library facilities that have been constructed in
the past few years. This service has been very
beneficial to other HBW clients, and is best
provided early in the planning process.
2. Preparation of the interior design elements of the
project.
3. Guidance in planning and executing a successful
fund raising program, and /or a successful public
vote in order to secure funds for the project.
These additional services can be contracted apart from
the basic contract which would cover the services and work
plan detailed in our proposal.
STAFF ASSISTANCE
HBW will need library and Town of Los Gatos staff
assistance to collect and forward data, e.g. population
projections, etc.; participate in site meetings for review;
and arrange and schedule community participation meetings.
A Proposal to the Town of Los Gatos for Library Consultant Services
is
PROJECT CALENDAR
Start-Up Meeting
Review /Evaluation of
Assembled Information
Site visit #1
Draft Building Program Statement
Final Building Program
COMPLETION OF PROGRAM
SUMMARY
by Sept. 10, 1990
by Sept. 15, 1990
by Sept. 18, 1990
by October 8, 1990
by November 1, 1990
by November 1, 1990
HBW Associates, Inc. is exceptionally well qualified to
assist the Town of Los Gatos with this extremely important
project. We have a proven record of providing valuable
consultation services on a number of significant public
library projects. Our experience as building AND service
planning consultants will prove to be most helpful to the
Los Gatos Memorial Library.
Our process is designed to make sure that there is
considerable local involvement throughout the project. We
architects. It is our role to help the library staff and
others achieve buildings that are fully responsive to the
needs of the Town of Los Gatos and the Memorial Library, a
building that will be a hallmark of innovative, creative,
exciting library service for years to come. We look forward
to the challenge and the opportunity to work with you.
A Proposal to the Town of Los Gatos for Library Consultant Services
16
REQUESTED COMPENSATION
HBW requests the following compensation for this
project.
Professional Fees;
Partner -In- Charge /Waters
96 hours (32 on -site) @ $100 per hour
Associate Principal Consultant /Henington
8 hours @ $ 85 per hour
Total Professional Fees $10,280.00
Reimbursable Expenses;
Travel (2 trips to Los Gatos for total of 4
days, estimated @ $1,106 /trip airfare
(standard coach); $110 /day for lodging,
meals and incidentals.
Clerical (40 hours @ $20.00 per hour)
Communications (estimated @ $100.00)
Printing (estimated @ $300.00)
Total Estimated Reimbursables $ 3,852.00
Administrative Overhead;
2.5 x Reimbursable Expenses 963.00
TOTAL REQUESTED COMPENSATION $15,095.00
The HBW Requested Compensation proposal is valid for 60
days from the date of this submission. As we have many
times in the past, we stand ready to sign a not -to- exceed
contract based upon our understanding of the Town of Los
Gatos Request For Proposal and our response.
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