7b - Los Gatos Library Projecttow N of MEETING DATE: 03-15-10
_ ITEM NO:
F c'
ios ~GAjoS COUNCIL/AGENCY AGENDA REPORT
DATE: MARCH 11, 2010
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: GREG CARSON, TOWN MANAGER/EXECUTIVEbIRECTOR ,/c~
SUBJECT: PPW JOB NO. 09-06-LOS GATOS LIBRARY PROJECT 411-821-2501
AUTHORIZE TOWN MANAGER TO NEGOTIATE AND EXECUTE FIRST
AMENDMENT TO AN AGREEMENT WITH NOLL & TAM ARCHITECTS
1N AN AMOUNT NOT TO EXCEED $403,366 FOR CONSTRUCTION
ADMINISTRATION SERVICES, DESIGN MODIFICATIONS AND
ADDITIONS, AND INTEGRATED PUBLIC ART COORDINATION
RECOMMENDATI
Authorize Town Manager to negotiate and execute first amendment to an agreement with Noll &
Tam Architects in an amount not to exceed $403,366 for construction administration services,
design modifications and additions, and integrated public art coordination.
BACKGROUND:
On January 20, 2009, the Town Council authorized the Town Manager to enter into a contract
with Noll & Tam Architects (N&T) for schematic design through construction administration
for the new Los Gatos library. Subsequent to Council approval, staff negotiated an agreement
with N&T that did not include contract administration services, reducing the amount in the
agreement by approximately $385,000 less than the amount authorized by Council. Staff opted
to wait to contract for construction administration services with N&T until it was determined
how N&T's role would complement the role of a construction management firm. Now that the
construction management firm, Swinerton, has been engaged and the Town is prepared to
advertise for construction bids for the library project, the roles of the two firms have been
delineated and staff is prepared to recommend a first amendment to the N&T agreement to
provide construction administration services, as well as additional services that were authorized
during the course of the design.
PREPARED BY: PAMELA JACOBS
ASSISTANT TOWN MANAGER
Reviewed by:
Counsel
Assistant Town Manager/Deputy Director wn Attorney/General
Clerk Administrator/Secretary Finance
Community Development
PAGE 2
MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDEVELOPMENT
AGENCY .
SUBJECT:AUTHORIZE TOWN MANAGER TO NEGOTIATE AND EXECUTE FIRST
AMENDMENT TO AN AGREEMENT WITH NOLL & TAM ARCHITECTS IN
AN AMOUNT NOT TO EXCEED $403,366 FOR CONSTRUCTION
ADMINISTRATION SERVICES, DESIGN MODIFICATIONS AND ADDITIONS,
AND INTEGRATED PUBLIC ART COORIDNATION
MARCH 11, 2010
DISCUSSION:
The scope of work for the first amendment to the agreement with N&T includes the following
services:
^ Construction administration assistance ($346,538)
- Construction progress meetings
- Response to Requests for Information
- Shop drawing review
- Substitution review
- Change order review
- Application for payment review
- Punch list review
- Project close-out
- Post-construction evaluation
^ Design modification and additions ($45,513)
- Visual simulation for EIR
- Access to Pageant Park
- East elevation modifications
^ Integrated Public Art coordination ($11,315)
- Artist selection
- Artwork installation coordination
The proposed fees for these services are within the standard range of architect fees for a project
of this scale and for the comprehensive services to be provided.
The Town uses a standard contract developed by the American Institute of Architects (AIA) as
the basis for the agreement with Noll & Tam, with modifications as negotiated by the Town
Attorney. The amendment will be based on an AIA document, as well. An important term that
continues to be part of the agreement addresses the issue of potential redesign due to
unexpectedly-high construction bids, such as occurred in the first bidding process for the police
operations building. The agreement will require the architect to redesign the project as needed to
reduce the construction cost commensurate with the project budget.
PAGE 3
MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDEVELOPMENT
AGENCY
SUBJECT:AUTHORIZE TOWN MANAGER TO NEGOTIATE AND EXECUTE FIRST
AMENDMENT TO AN AGREEMENT WITH NOLL & TAM ARCHITECTS IN
AN AMOUNT NOT TO EXCEED $403,366 FOR CONSTRUCTION
ADMINISTRATION SERVICES, DESIGN MODIFICATIONS AND ADDITIONS,
AND INTEGRATED PUBLIC ART COORIDNATION
MARCH 11, 2010
As noted at the beginning of the design phase for the new library, key management
responsibilities for the construction of the library will shift from the Assistant Town Manager to
the Town Engineer. The Manager's Office will continue to provide project oversight.
RECOMMENDATION:
Staff recommends that Council authorize the Town Manager to negotiate and execute a first
amendment to the agreement with Noll & Tam Architects to provide construction administration
services, design modifications and additions, and integrated public art management in an amount
not to exceed $406, 366.
ENVIRONMENTAL ASSESSMENT:
An EIR for the library project has been certified by the Town Council.
FISCAL IMPACT:
Sufficient funds are available for this amendment to the N&T agreement in the new library
project as follows:
New Library Proposed Funding Sources
Source of Funds Fund Amount Status
Designated Reserves for Civic Center Improvements General $ 663,086 Available and designated for this use by Council
Revenue Stabilization Reserve General 1,000,000 To be allocated from $4.8 million 7/01/07 balance
RDA Repayment of Police Building Loan General /RDA 2,720,000 Available July 1, 2007
RDA Potential Future Financing RDA 14,000,000 per financial advisor estimate updated 03/15/2008
Total Project Funding Sources $ 18,383,086