10 Staff Report - Anderson-Brule ArchitectsBowe of MEETING DATE: 02-22-05
ITEM NO.
COUNCIL AGENDA REPORT
!ps GAMS
DATE: FEBRUARY 17, 2005
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: APPROVE PROCEEDING WITH THE CIVIC CENTER/LIBRARY MASTER
PLAN AND ADOPTION OF RESOLUTION AUTHORIZING TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH ANDERSON-BRULE
ARCHITECTS
RECOMMENDATI
Approve proceeding with the Civic Center/Library Master Plan and adoption of resolution
authorizing Town Manager to execute an agreement with Anderson-Brule Architects.
BACKGROUND:
On April 15, 2002, the Town Council adopted a resolution authorizing the Town Manager to execute
an agreement (Attachment 1) with Anderson Brule Architects (ABA) to serve as consultants in the
development of a strategic Master Plan for the Los Gatos Civic Center and Library. The Council
also approved the services and deliverables to be provided by ABA in three phases.
The first phase was the development of the Master Plan process and the development of a Town
Service Assessment, which the Council discussed on October 7, 2002. The second phase is an
Operational Plan and a Space Program, which are currently in draft form. The third phase is the
development of Site Options and Master Plan Concepts, including cost models, financing and
funding strategies, and a phasing plan.
An analysis of the existing conditions of Civic Center facilities, comprised of Town Hall, the
Neighborhood Center, and the corporation yard, was also apart of the Master Plan process. Council
discussed the existing conditions analysis on January 6, 2003. Based on the bindings in the analysis
of existing conditions, Council directed that a preliminary structural investigation be conducted to
gain further- information regarding Civic Center facilities. On March 3, 2003, the Council approved
PREPARED BY: PAMELA S. JACOBS
ASSISTANT "DOWN MANAGER
Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator
Finance Community Development Revised: 2/18/05 12:59 pm
Reformatted: 5 /3 0/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: APPROVE PROCEEDING WITH THE CIVIC CENTER/LIBRARY MASTER
PLAN AND ADOPTION OF RESOLUTION AUTHORIZING TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH ANDERSON-BRULE
ARCHITECTS
(February 18, 2005)
an amendment to the agreement with ABA to conduct the preliminary structural investigation at an
additional cost of $35,000.
In the fall of 2003, the Civic Center/Library Master Plan project was put on hold due to the fiscal
situation associated with the local economy and with the actions of the State government. It was
necessary for staff to focus on meeting the budget challenge, and the time-consuming work
associated with the Civic Center/Library Master Plan needed to be deferred.
DISCUSSION:
Although the Town continues to face fiscal constraints requiring budget reductions, restructuring
and revenue enhancements, the situation is less severe than it has been for the past two years.
Accordingly, staff time is now available to devote to the Civic Center/Library Master Plan process.
In addition, it is becoming increasingly necessary to understand the limitations of current civic
facilities in delivering services to the community and to identify a plan to address those limitations
over time. Particular functions that are significantly affected by limited space are police operations
and meeting and gathering areas for staff and the public. The library continues to operate wide
functional challenges due to the configuration of and limits on space.
At the same time, the Town does not have the specific information necessary to take advantage of
opportunities, such as property availability. A master plan would provide the kind of strategic
information to inform decision-malting about these opportunities. In general, a master plan would
provide guidance for accommodating the service delivery needs of the organization into the future.
In preparation for resuming the Civic Center/Library Master Plan project, staff met with the Council
liaisons, Vice Mayor McNutt and Council Member Pirzynski, and ABA to discuss the interest in
proceeding and the next steps. The Council liaisons concurred with taking these next steps.
Since the current agreement has expired, a new agreement will be necessary. That agreement will
have the same scope of work as in the original agreement; however, it will note the point in the scope
at which the new agreement begins. The new agreement will be at a cost not to exceed the remaining
funds in this project (approximately $85,000), and for a term ending December 31, 2005.
The next steps in the Civic Center Master Plan, to be completed under the new agreement, will
include the following:
• Completing the space program (updating it per current needs and significant staff review)
Council review of Opcrational Plan and Space Program and direction on the process for next
steps and community involvement
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: APPROVE PROCEEDING WITH THE CIVIC CENTER/LIBRARY MASTER
PLAN AND ADOPTION OF RESOLUTION AUTHORIZING TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH ANDERSON-BRUL,E
ARCHITECTS
(February 18, 2005)
• Development of site options with input from Council and community
• Selection of preferred option
• Master Plan concepts
• Cost models, financing and funding strategies, and phasing plan
Staff will continue to work with the Council liaisons throughout the next steps, and will bring
forward issues for Council discussion and decision.
CONCLUSIO
Staff recommends that Council approve proceeding with the Civic Center/Library Master Plan and
adopt a resolution (Attachment 2) authorizing the Town Manager to execute a new agreement with
ABA to serve as consultants in the development of the Master Plan. This project will provide the
guidance necessary to make informed decisions about meeting the facilities needs of the organization
in the delivery of services to the community.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
Funds are available in the FY 04-05 Capital Improvement Budget to cover the costs of the agreement
with ABA.
AtI wlhmPntc-
1. Agreement for Strategic Master Plan for the Town of Los Gatos Civic Center and Library, dated
April 15, 2002.
2. Resolution authorizing Town Manager to execute agreement with Anderson Brule Architects to
serve as consultants in the development of a strategic Master Plan for the Los Gatos Civic Center
and Library.
Distribution:
Pamela Anderson Brule, Anderson Brule Architects
CLERK
A.0 R,_ m
AGREEMENT FOR
STRATEGIC MASTER PLAN FOR THE
TOWN OF LOS GATOS CIVIC CENTER AND LIABY lu -02
THIS AGREEMENT is entered into this !J day of by and
between the Town of Los Gatos, State of California, herein called the "Town", and Anderson Brule
Architects, engaged in providing architectural and engineering consulting services herein called
the "Consultant".
RECITALS
A. The Town is considering undertaking activities to develop a strategic master plan
identifying the long-term needs of the community for the Library and Civic Center.
B. The Town desires to engage a architectural and engineering Consultant to provide
consulting services in conjunction with facilitating public process, managing the work effort,
input and feedback of multiple process participants through strategic analysis, because of
Consultant's experience and qualifications to perform the desired work.
C. Consultant had previously provided satisfactory services to the Town in the initial stages
of the Library/Civic Center planning process.
D. The Consultant represents and affirms that it is qualified and willing to perform the desired
work pursuant to this Agreement.
AGREEMENTS
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
1. Scope of Services. The Consultant shall provide the following services in three separate
phases as listed below.
a. Phase lA - Process Development and Town Service Plan - to be undertaken upon
approval of contract and issuance of a purchase order. (Core Team developed and
tasks identified, beginning community input process, demographic analysis,
determination of potential site components, documentation of current community
issues, and definition of geographic boundaries forthe master planning process. Staff
and stakeholder Focus Groups, Community Forums, a bench marking tour,
development and approval of Service Vision, Mission and Strategic Goals for the
Library and Civic Center, and analysis of land use opportunities and constraints.)
Deliverables for Phase /A. Town Service Plan Document and Civic Center
Development Analysis.
Revised: March 21, 2001
D:\ABAcontract.wpd
Page 1 of 9
ATTACHMENT 1
• Phase IA Decisions Before Town Council for Approval or Direction. Approval of
recommended Service Components to Develop Strategic Operational Plans in
Phases IB, 2 and 3. Approval of recommended Sites to Study in Phases 113, 2, and
3.
b. Phase IB - Town Services Operational Planning - to be undertaken only upon prior
approval and direction by the Town Council regarding whether to proceed with
services, the scope of service, and the agreed fixed fee for services. (Staff and
Stakeholder Focus Groups to identify operational planning issues, development of an
Existing Conditions Analysis for approved site components, development of a Needs
Assessment which identifies any gap between existing facilities and future facility
needs, analysis of security concerns and goals, coordination of technology planning
with Town's Strategic Technology Plan, development of Service Delivery Models for
each site component, development of Space Allocation Strategies, review of
operational parameters, a Community Forum, developmentofa Strategic Operational
Plan for each service component.)
• Deliverables for Phase IB. Master Strategic Operational Plan for Town Services
(contains each Service Component).
• Phase IB Decisions before Town Council for Approval or Direction. Approval of
Strategic Operational Plan for Town Services. Town Council to determine for
which Service Components the Consultant Team will develop Space Programs,
Feasibility and Site Master Planning.
C. Phase //-Information/Data Gathering and Analysis-to be undertaken only upon prior
approval and direction by the Town Council regarding whether to proceed with
services, the scope of service, and the agreed fixed fee for services. (Meetings with
representative stakeholders for each selected site component, development of a
Space Program for each selected operational component, study of existing building
re-organization and adaptive re-use opportunities, identification of parking and traffic
impacts, development of an interim facilities plan, development of cost models for
each site component, and working with Core Team development of a Total Project
Cost Model.)
• Deliverables for Phase fl. Master Space Program (contains each selected Service
Component). Feasability Analysis (contains total conceptual project cost model,
existing conditions analysis and needs assessment, existing facility reorganization
and adaptive reuse report, parking and traffic impact report, and interim facilities
plan.)
Phase Decisions before Town Council for Approval or Direction. Approval of
Civic Center Master Space Program for Recommended Service Components,
approval to begin Site Analysis and Master Planning Design, approval for
Consultant Team to assist Core Team/Town Staff in developing financing/funding
Revised: March 21, 2001 Page 2 of 9
DAA3Acontract. wpd
strategies based upon the total conceptual project cost model.
d. Phase - Concept Development - to be undertaken only upon prior approval and
direction by the Town Council regarding whether to proceed with services, the scope
of service, and the agreed fixed fee for services. (Financial/funding strategy including
analysis of bond campaign feasibility, analysis for expanded Civic Center site and
Corporation Yard site and development of four alternative concepts for each site,
Stakeholder Focus Groups to solicit input and feedback on progress made to date,
Community Forum to solicit input and feedback on progress made to date,
development of Master Plan Concepts, including refinement of alternative concepts
and development of two schemes for each site. Finalization of Master Plan Concepts,
development of phasing strategies, and finalization of Site Plan Options, Strategic
Operational Plans and Space Programs for each site component, Refined Conceptual
Cost Model, Refined Financing/Funding Strategy, and Phasing Strategies. Concept
presentation in draft form to Town Council for review and direction for finalization of
one scheme, and Strategic Master Plan Finalization.)
• Deliverables for Phase lll. Los Gatos Civic Center/ Library Strategic Master Plan.
• Phase Decisions Before Town Council for Approval or Direction. The Core
Team will submit the Los Gatos Civic Center Strategic Master Plan to the Town
Council for approval.
2. Time of Performance. The services of the Consultant are to commence upon the
execution of this Agreement and issuance of a Town purchase order, with completion of
the program by April 1, 2003.
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 14 of the Code of the Town of Los Gatos.
4. Sole Responsibility. Consultant shall be responsible for employing or engaging all persons
necessary to perform the services under this Agreement.
5. Information/Report Handling. All documents furnished to Consultant by the Town and all
reports and supportive data prepared by the Consultant under this Agreement are the
Town's property and shall be delivered to the Town upon the completion of Consultant's
services or at the Town's written request. All reports, information, data, and exhibits
prepared or assembled by Consultant in connection with the performance its services
Revised: March 21, 2001 Page 3 of 9
D:\ABAcontractwpd
pursuant to this Agreement are confidential until released by the Town to the public, and
the Consultant shall not make any of the these documents or information available to any
individual or organization not employed by the Consultant or the Town without the written
consent of the Town before such release. The Town acknowledges that the reports to be
prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating
a defined project, and Town's use of the information contained in the reports prepared by
the Consultant in connection with other projects shall be solely at Town's risk, unless
Consultant expressly consents to such use in writing. Town further agrees that it will not
appropriate any methodology or technique of Consultant which is and has been confirmed
in writing by Consultant to be a trade secret of Consultant.
6. Compensation. Town agrees to pay Consultant for services rendered pursuant to this
Agreement as follows:
a. Fixed Service Fees
Phase IA ..............................................$43,440.00
b. Service Fees for remaining phases subject to prior approval and direction by Town
Council regarding whether to proceed with services, scope of services, and amount
of fees for services in amounts not to exceed:
C.
PhaselB ..............................................$41,840.00
Phase 11 ...............................................$69,590.00
Phase III ...............................................$85,580.00
d. The above fees do not include any additional services or reimbursable expenses.
The total project fee shall not exceed $240,450.00
e. Reimbursable expenses are not to exceed $12,000.00 for the entire project, and shall
be documented. They may include the following:
1. Fees paid for securing approvals of authorities having jurisdiction over the project.
2. Payments of invoices charged to the Consultant for incidental materials for the
project.
3. Photographic film, processing and photo reproductions.
4. Postage, express delivery and courier services.
5. Renderings, models and mock-ups authorized in writing by the Town.
6. Monochrome computer plots at $3.00 per square foot and color computer plots at
$8.00 per square foot.
7. Travel mileage at applicable IRS rate.
8. Sending facsimiles at $2.50 for the first sheet and $1.00 per sheet after the
first sheet.
9. Long distance and mobile telephone calls.
10. Blueprinting and reproduction services.
11. Lettering at $0.10 per inch.
12. Document reproduction at $0.10 per sheet.
Revised: March 21, 2001 Page 4 of 9
D: CAB Acontract. wpd
13. In-house large format monochrome reproduction at $0.65 per square foot.
14. Color document reproduction at $1.50 per sheet for 8.5" x 11" and $3.00
per sheet for 11" x 17".
f. Any additional services not listed within the contracted scope of work shall be charged
on an hourly basis or as an additional fixed fee upon written authorization from Town.
Services rendered on an hourly basis will be charged as set forth on Exhibit A,
attached hereto and incorporated by reference herein.
Progressive payments shall be made on a monthly basis with a 10% retention each month
until each phase of the project is completed as described herein to the satisfaction of the
Town. Approval of each phase shall not be unreasonably withheld. Also, plans,
specifications, documents or other pertinent materials shall be submitted for Town review,
even if only in partial or draft form.
Payment shall be net thirty (30) days.
All invoices and statements to the Town shall reference the Town's purchase order number
and be addressed as follows:
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95030
Statements:
Town of Los Gatos
Attn: Finance Department
P.O. Box 655
Los Gatos, CA 95030
7. Availability of Records. Consultant shall maintain the records supporting this billing for not
less than three years following completion of the work under this Agreement. Consultant
shall make these records available to authorized personnel of the Town at the Consultant's
offices during business hours upon written request of the Town.
8. Project Manager. The Project Manager for the Consultant for the work under this
Agreement shall be Debra Figone, Town Manager, or designee. Project Manager for
Anderson Brule Architects shall be Pamela ARdeFsen E4649- S2m f lc~tlie,
9. Assignability and Subcontracting. The services to be performed under this Agreement are V
unique and personal to the Consultant. No portion of these services shall be assigned or
subcontracted without the written consent of the Town.
10. Notices. Any notice required to be given shall be deemed to be duly and properly given
if mailed postage prepaid, and addressed to:
Revised: March 21, 2001 Page 5 of 9
DAABAcontact.wpd
To Town:
Debra Figone or designee
Town of Los Gatos
110 East Main Street
Los Gatos, CA 95030
To Consultant:
Pamela Anderson Brule
Anderson Brule Architects
325 South First Street
4th Floor
San Jose, CA 95113
or personally delivered to Consultant to such address or such other address as Consultant
designates in writing to Town.
11. 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.
Consultant agrees to testify in any litigation brought regarding the subject of the work to
be performed under this Agreement. Consultant shall be compensated for its costs and
expenses in preparing for, traveling to, and testifying in such matters at its then current
hourly rates of compensation, unless such litigation is brought by Consultant or is based
on allegations of Consultant's negligent performance or wrongdoing.
12. American with Disabilities Act (ADA). The ADA provides that alterations to a facility must
be made in such a manner that, to the maximum extent feasible, the altered portions of the
facility are readily accessible to and by individuals with disabilities. The Town
acknowledges that the requirements for the ADA will be subject to various and possibly
contradictory interpretations. The Consultant, therefore, will use its best professional
efforts to interpret applicable ADA requirements and other federal, state and local laws,
rules, codes, ordinances and regulations as they apply to the ADA portions of the project.
The Consultant, however, cannot and does not warranty or guarantee that the Project will
comply with all interpretations of the ADA requirements and/or the requirements of other
federal, state and local laws, rules, codes, ordinances and regulations as they apply to the
ADA portions of this project.
13. Remodeling/Rehabilitation. Town understands and acknowledges that in the remodeling
or rehabilitation of existing structures, certain design and technical decisions are made on
assumptions based upon readily available documents and visual observation of existing
conditions. Unless specifically directed in writing by the Town, the Consultant shall not
perform or have performed any destructive testing or open any concealed portions fo the
building in order to ascertain its actual condition. In the event that the Consultant's
assumptions, made in good faith, provide incorrect, the Town agrees that the Consultant
shall not be held responsible for any additional work or costs required to correct such and
any ensuing problems based upon such assumptions.
Revised: March 21, 2001 Page 6 of 9
NABAcontract wpd
14. Conflict of Interest. Consultant understands that its professional responsibilities is solely
to the Town. The Consultant has not and shall not obtain any holding or interest within the
Town of Los Gatos. Consultant has no business holdings or agreements with any
individual member of the Staff or management of the Town or its representatives nor shall
it enter into any such holdings or agreements. In addition, Consultant warrants that it does
not presently and shall not acquire any direct or indirect interest adverse to those of the
Town in the subject of this Agreement, and it shall immediately disassociate itself from
such an interest should it discover it has done so and shall, at the Town's sole discretion,
divest itself of such interest. Consultant shall not knowingly and shall take reasonable
steps to ensure that it does not employ a person having such an interest in this
performance of this Agreement. If after employment of a person, Consultant discovers it
has employed a person with a direct or indirect interest that would conflict with its
performance of this Agreement, Consultant shall promptly notify Town of this employment
relationship, and shall, at the Town's sole discretion, sever any such employment
relationship.
15. Equal Employment Opportunity. Consultant warrants that it is an equal opportunity
employer and shall comply with applicable regulations governing equal employment
opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate
against persons employed or seeking employment with them on the basis of age, sex,
color, race, marital status, sexual orientation, ancestry, physical or mental disability,
national origin, religion, or medical condition, unless based upon a bona fide occupational
qualification pursuant to the California Fair Employment & Housing Act.
16. Insurance.
A. Minimum Scope of Insurance:
i. Consultant agrees to have and maintain, for the duration of the contract, General
Liability insurance policies insuring him/her and his/her firm to an amount not less
than: one million dollars ($1,000,000) combined single limit per occurrence for
bodily injury, personal injury and property damage.
ii. Consultant agrees to have and maintain for the duration of the contract, an
Automobile Liability insurance policy ensuring him/her and his/her staff to an
amount not less than one million dollars ($1,000,000) combined single limit per
accident for bodily injury and property damage.
iii. 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.
iv. Consultant agrees to have and maintain, for the duration of the contract,
Revised: March 21, 2001 Page 7 of 9
D:WBAcontract wpd
professional liability insurance in amounts not less than $1,000,000 which is
sufficient to insure Consultant for professional errors or omissions in the
performance of the particular scope of work under this agreement.
B. General Liability:
The Town, its officers, officials, employees and volunteers are to be covered as
insured 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. This requirement does not apply to the professional
liability insurance required for professional errors and omissions.
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 separatelyto each insured againstwhom
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 been given to the Town. Current certification of such insurance shall
be kept on file at all times during the term of this agreement with the Town Clerk.
D. In addition to these policies, Consultant shall have and maintain Workers'
Compensation insurance as required by California law and shall provide evidence of
such policy to the Town before beginning services under this Agreement. Further,
Consultant shall ensure that all subcontractors employed by Consultant provide the
required Workers' Compensation insurance for their respective employees.
17. Indemnification. The Consultant shall save, keep and hold harmless indemnify and defend
the Town its officers, agent, employees and volunteers from all damages, liabilities,
penalties, 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 officers, employees, or agents or any
subconsultant.
18. Waiver. No failure on the part of either party to exercise any right or remedy hereunder
Revised: March 21, 2001 Page 8 of 9
D:\AB Aeontractwpd
shall operate as a waiver of any other right or remedy that party may have hereunder, nor
does waiver of a breach or default under this Agreement constitute a continuing waiver of
a subsequent breach of the same or any other provision of this Agreement.
19. Governing Law. This Agreement, regardless of where executed, shall be governed by and
construed to the laws of the State of California. Venue for any action regarding this
Agreement shall be in the Superior Court of the County of Santa Clara.
20. 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, Town shall pay Consultant an amount that bears the same ratio to the
maximum contract price as the work delivered to the Town bears to completed services
contemplated under this Agreement pursuant to paragraph 6 hereto, 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.
21. Amendment. No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the Town and the Consultant.
22. Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be
entitled to reasonable attorney's fees, including costs of appeal.
23. Entire Agreement. This Agreement, including Exhibit A attached hereto, 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.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement as of the date
indicated on page one (1).
Tow Los Gatos. by:
Debra J. Fi Town Manager
Recommended by:
Peg4 away, Library Di ector
ATTEST:
Clerk of the Town of Los Gatos,
Los Gatos, California
M ria' V. ~b s6 rove, Town Clerk '
Revised: Much 21, 2001 Page 9 of 9
D:WBAcontlact.wpd
Approved as to Form:
G _ -c-S
e Orry P. orb, Town Attorney
Consultant, by:
Signature
Print Name
PAM.E LA jANDERSW-E~RutE
Title PRSSIDS- tT
EXHIBIT A
HOURLY RATE STRUCTURE EFFECTIVE JULY 1, 2001
PROJECT STAFF
Principal
Principal Facilitator
Senior Facilitator
Senior Project Manager
Senior Technical Architect
Senior Project Designer
Facilitator
Project Manager
Project Archiect
Project Designer
Researcher
System Developer
HOURL
Y RATE
$140-$185
$210-$265
$160-$210
$120-$150
$120-$140
$120-$140
$110-$160
$95-$120
$95-$120
$95-$120
$80-$105
$80-$105
Job Captain (RI)
Interior Designer
Senior Designer/Drafter
Designer/Drafter
Intern
Senior Project Administrator
Project Administrator
$80-$95
$80-$95
$80-$95
$70-$85
$60-$70
$70-$85
$60-$70
The above rates and multiples shall be annually adjusted in accordance with normal salary review
practices of Consultant
A N D E R S O N B R U L E A R C H I T E C T S
. .
April 11, 2001
Ms. Debra Figone
Town Manager, Town of Los Gatos
Civic Center
41 Miles Avenue
P.O. Box 949
Los Gatos, CA 95031
Re: Proposal for Professional Services
Los Gatos Civic Center / Library Strategic Master Plan
Anderson Brule Architects, Inc. (ABA) is pleased to submit this proposal for strategic planning, facilitation,
architectural and nominal engineering consultant services to develop a Strategic Master Plan for the Town of Los
Gatos Civic Center and Library.
Context
The Town of Los Gatos seeks to develop a strategic plan that will describe the long-term needs of the community
for library and civic center services, as well as define the facilities necessary to accommodate those needs.
Approach and Methodology
The key to successful accomplishment of this project will be leadership in process design, management, and
facilitation. ABA has extensive experience in facilitating public process, managing the work effort, input and
feedback of multiple process participants through strategic analysis and thorough preparation and documentation of
the process and outcome. The end result will be a comprehensive proposed plan that will allow the leadership of
Los Gatos to engage in informed decision-making regarding the future service delivery and facilities in the Civic
Center. The consultant team members will provide professional planning, programming, architectural, urban
planning, engineering, economic, real estate and cost development services.
This will truly be a collaborative effort, involving all process participants in the development, monitoring and
modification of the process plan as it is implemented. This methodology allows us, through scenario planning and
strategic analysis, to adapt the effort, accommodate constraints and capitalize opportunities as they emerge.
The Process Map has been modified per Town Staff direction, and annotated to reflect the accompanying outline
reference in this narrative. The Scope Narrative represents the scope components necessary to complete the work
diagrammed in the Process Map.
Scope of Basic Services
Deliverables, Projected Schedule and a Fee Proposal by Phase are described in this document. Within this narrative,
the library and civic center planning processes are described as merged.
Town of Los Gatos Civic Center Strategic Master Plan Process Scope Narrative
1. Phase 1: Process Development and Visioning
A. Strategic Process Plan Development
The Staff and ABA will refine and finalize the process map in a series of meetings prior to presentation to
Town Council.
B. Town Council Staff Session
The plan will be presented to Town Council to obtain direction for initiating the Civic Center Master
Strategies, Architecture & Interiors
Anderson Brule Architects, inc. 325 South First Street, 4th Floor Son lose, California 951 13
Tel: 408 298 1 885 Fax: 408 298 1887
Los Gatos Civic Center /Library Strategic Master Plan
Anderson Brule Architects, Inc.
Page 2 of 10
April 11, 2002
Planning Process. The plan will include the Library Planning Process, which builds upon the Needs
Assessment, as well as other service components that emerge as priorities in the community assessment
process.
C. Los Gatos Town Staff will distribute a Request for Proposal and conduct a selection process.
D. The selected Consultant Team will work with Town Staff to develop scope and fees for the project.
E. Town Council Session
Town Staff will recommend a preferred consultant and proposed scope and fee to Town Council for
approval to proceed with the Civic Center / Library Strategic Master Plan Project.
F. A Core Team will be developed, which may include key individuals from the Town of Los Gatos, the
consultant team and stakeholders in the process. The Core Team, in its first meeting, will:
1) organize process participants into working groups and develop a plan to obtain feedback on the
proposed process.
2) develop proposed process plans for each of the site components and eventually refine these based upon
community input and feasibility activities.
3) develop a preliminary budget and schedule for the master planning process.
4) develop a communication plan to address communication between process participants.
5) develop a community outreach plan, to address input, feedback, and informational updates to and from
the community.
G. Community Input Process
As possible, the Consultant Team will analyze the compiled data for relevance to the Library and Civic
Center project, and will, if necessary, conduct a supplemental survey focused on Library and Civic Center
needs.
H. Operational Planning
The Consultant Team will develop a demographic analysis, including 10, 20, 30 and 40-year projections,
with data from the Association of Bay Area Governments and the 2000 Census.
I. Feasibility
The Consultant Team, based upon the community assessment and with input from the Core Team, will
determine potential site components, document current community issues, and define geographic
boundaries for the master planning process.
J. Operational Planning
The Consultant Team will prepare for, facilitate and document six (6) two-hour Staff and Stakeholder
Focus Groups to gather input/feedback to the service and facility visioning process for both the library and
civic center, to include opportunities for collaborative partnering.
K. Community Input Process
1) The Consultant Team will prepare for, facilitate and document one (1) three-hour community forum in
which the community participates in developing a service delivery vision, mission and goals.
2) The Consultant Team will prepare for, facilitate and document one (1) three-hour stakeholder and
community forum to establish a service delivery vision, mission and strategic goals for the Library.
L. Operational Planning
1) The Core Team, in one day-long trip, will conduct benchmarking tours of similar communities to
develop an understanding of service delivery and facilities. Additional relevant information available
from other cities and professional organizations will be gathered and distributed to the Core Team, by
the Consultant Team, for review.
2) The Core Team will review the Demographic Analysis prepared for the Library to understand the
current and future demographic of the community.
3) The Core Team will participate in a visioning session for services and facilities.
4) The Core team will review and approve a Service Vision, Mission and Strategic Goals for the Library
and Civic Center.
5) The Consultant Team will prepare for, facilitate and document a workshop in which the Core Team
and selected stakeholders develop Strategic Goals and Objectives and align previous Strategic
Planning efforts.
M. Feasibility
1) The Core Team will brainstorm land use opportunities and constraints, with follow-up discovery and
documentation done by the Consultant Team.
Los Gatos Civic Center /Library Strategic Master Plan
Anderson Brule Architects, Inc.
Page 3 of 10
April 11, 2002
2) The Core Team will review and approve the Service Delivery Vision document prepared by the
Consultant Team and based upon the
a. Community Assessment
b. Demographic Analysis
3) The Consultant Team will develop an analysis, based upon Land Use Opportunities and Constraints
and the visioning sessions held by the Core Team, Stakeholders and the Community. The Core Team
will review the Civic Center Development Analysis, to include preliminary service components, as
well as retail, civic, cultural and community opportunities and constraints.
N. Town Council Session
1) Phase 1A Deliverables
a. Service Delivery Vision Document
Recommended Service Components for Civic Center Strategic Master Plan
Community and Stakeholder Input
Community Needs Assessment Survey Data
Demographic Analysis
b. Civic Center Development Analysis
Land Utilization Opportunities and Constraints
Civic, Cultural, Community and Retail Issues
Proposed Sites
2) Phase lA Decisions Before Town Council for Approval or Direction
a. Approval of Recommended Service Components to Develop Strategic Operational Plans in
Phases 1B, 2 and 3.
b. Approval of Recommended Sites to Study in Phases 113, 2 and 3. This proposal assumes the
sites for study include only the current Civic Center Site (expanded to include additionally
owned property across the street and to the rear), as well as the existing Corporation Yard.
0. Operational Planning
1) The Consultant Team will prepare for, facilitate and document six (6) staff and stakeholder focus
groups to identify operational planning issues associated with providing services as delineated in the
Service Delivery Vision document.
P. Operational Planning
1) The Consultant Team will develop an Existing Conditions Analysis for approved site components,
through architectural, structural and systems evaluation. The Consultant Team will review available
plans for existing facilities, provided by the Town of Los Gatos, as well as conduct a walk-through to
visually assess structural, systems and architectural conditions. Destructive testing will be considered
additional services.
2) The Consultant Team will develop a Needs Assessment, which builds upon the Existing Conditions
Analysis and identifies the gap, if any, between existing facilities and future facility needs based upon
service and facility visioning from the Core Team, Stakeholders and the Community.
3) The Consultant Team will work with the Core Team to develop an understanding of the security
concerns and goals for the Town of Los Gatos.
Q. Operational Planning
1) The Consultant Team will review and analyze existing information and concurrent / parallel processes
that are being conducted for each site component.
2) The Consultant Team will coordinate Technology Planning with the Strategic Technology Plan
conducted for the Town of Los Gatos.
3) The Consultant team will develop Service Delivery Models for each site component, based upon the
demographic analysis, service visioning and operational planning conducted by the Core Team,
Stakeholders and Community.
4) The Consultant team will develop Space Allocation Strategies based upon input from staff,
stakeholders and the community that may be applied to the library and civic center service
components.
R. Operational Planning
The Consultant Team will prepare for, facilitate and document a four-hour workshop for the Core Team
and selected staff and stakeholders to review operational parameters, to include service delivery scenarios,
Los Gatos Civic Center/ Library Strategic Master Plan
Anderson Brule Architects, Inc.
Page 4 of 10
April 11, 2002
demographic analysis, growth strategies, and functional relationships of departments for each site
component, as well as functional interrelationships of site components for the library and civic center
facilities. The Core team will assess current organizational structure for alignment to operational needs.
S. Community Input Process
The Consultant Team will prepare for, facilitate and document a community forum focused on envisioning
the qualitative aspects of space and the built environment for each of the service components.
T. Operational Planning
The Consultant Team will document a Strategic Operational Plan for each service component, based upon
the previous work done and providing the foundation for developing space requirements in space
programming, and submit to the Core Team for review and approval.
U. Town Council Session
1) Phase 1B Deliverables
a. Final Strategic Operational Plans
Vision, Mission, Goals and Strategic Objectives
Benchmarking Analysis
Service Population Projection
Partners and Collaborative Opportunities
Operational Parameters
o Service Delivery Models
Staffing Projections
Services and Operations
Growth Strategies
13 Adaptive Reuse
Functional Relationships
Physical Zoning of Activities
13 Space Allocation Strategies
2) Phase 113 Decisions Before Town Council for Approval or Direction
a. Approval of Strategic Operational Plan
b. Town Council to determine for which Service Components the Consultant Team will develop
Space Programs, Feasibility and Site Master Planning
2. Phase 2 Information / Data Gathering and Analysis
A. Space Programming
1) The Consultant Team will meet with representative stakeholders for each site component in three (3)
days of interview sessions to identify space program requirements.
2) The Consultant Team will develop a Space Program for each site component, which delineates the
space, technical and functional requirements based upon the Strategic Operational Plans. The Space
Programs will define Site and Building Criteria, Site Relationships, Staff Projections, Space Allocation
and Functional Relationships (adjacencies and stacking), as well as Systems, Structural,
Environmental, Technical and Fixtures, Furniture and Equipment needs.
B. Feasibility
1) The Consultant Team will study existing building re-organization and adaptive re-use opportunities
and constraints to identify whether the Strategic Operational Plan and Space Program requirements can
be met in existing facilities.
2) The Consultant Team will identify parking and traffic impacts, generated by the Strategic Operational
Plan and Space Programs, to existing facilities and potential sites.
3) The Consultant Team will develop an interim facilities plan, which identifies the opportunities within
existing facilities to meet service and space needs developed in the Strategic Operational Plan and
Space Program for each site component.
C. Conceptual Cost Model
1) The Consultant Team will develop, through benchmarking current and recent construction of similar
facilities, cost models for each site component. The cost models will be developed with a range of low
to high dollars per square foot ($/s.f), reflecting a range in quality and types of construction.
Los Gatos Civic Center /Library Strategic Master Plan
Anderson Brule Architects, Inc.
Page S of 10
April 11, 2002
2) The Consultant Team will assist the Core Team in development of a Total Project Cost Model, which
includes those costs associated with development of the project beyond construction costs and are
usually expressed as a percentage of construction cost.
D. Operational Planning, Space Programming and Feasibility
1) The Core Team will review final Space Programs for each site component.
2) The Core Team will review the findings of the consultant team regarding Building Re-organization and
Re-Use opportunities and constraints.
3) The Core Team will review Parking and Traffic Impacts as developed by the Consultant Team.
4) The Core Team will review the Interim Facility Plan concepts as developed by the Consultant Team.
5) The Core Team will review the conceptual cost models developed by the Consultant Team.
E. Town Council Session
1) Phase 2 Deliverables
a. Master Space Program (Contains Each Service Component)
Space Program Documents
Site and Building Criteria
Qualitative Narrative
Building Standard Assumptions
Space Layout Diagrams
Space Program Summary ReportO
Space Data Sheets
Functional Stacking Reports
b. Feasibility Analysis
Total Conceptual Project Cost Model
Existing Conditions Analysis and Needs Assessment
Existing Facility Reorganization and Adaptive Reuse Report
Parking and Traffic Impact Report
Interim Facilities Plan
2) Phase 2 Decisions Before Town Council for Approval or Direction
a. Approval of Civic Center Master Space Program for Recommended Service Components
b. Approval to Begin Site Analysis and Master Plan Design
Develop Alternative Concepts for each site
Refine Concepts Schemes for each site
c. Approval for Consultant Team to assist Core Team / Town Staff in Developing
Financing/Funding Strategies based upon the Total Conceptual Project Cost Model
3. Phase 3 Concept Development
A. Financial / Funding Strategy
1) The Consultant Team will assist the Core Team in development of financial and funding strategies to
meet the total conceptual project costs as identified in the Conceptual Cost Model.
2) The Consultant and Core Team will research financing alternatives and funding mechanisms, as well
as donor opportunities.
3) The Core Team will develop or update a Long Range Fiscal Plan for the Town of Los Gatos, which
addresses the demographic analysis previously completed.
4) The Consultant and Core Team will develop an analysis of bond campaign feasibility.
B. Feasibility
1) The Consultant Team will develop an analysis for the expanded Civic Center site and Corporation
Yard site, based upon the Strategic Operational Plan and Space Program for each site, Building
Reorganization / Re-use opportunities and constraints, and the Land Use Opportunities and Civic
Center Development analysis.
2) The Consultant Team will develop (4) alternative concepts for each site
C. Feasibility, Financial Strategy, Process Management
1) The Core Team will review and finalize a financing strategy.
2) The Core Team will provide direction for next steps and finalization of the alternative site concepts.
D. Stakeholder Input Process
Los Gatos Civic +,-'enter /Library Strategic Master Plan
Anderson Brule Architects, Inc.
Page 6 of 10
April 11, 2002
1) The Consultant Team will prepare for, facilitate and document three (3) Stakeholder Focus Groups to
solicit input and feedback on progress made to date.
E. Community Input Process
1) The Consultant Team will prepare for, facilitate and document a Community Forum to solicit input and
feedback on progress made to date.
F. Develop Master Plan Concepts
1) The Consultant Team will refine alternative concepts, based upon Core Team, Stakeholder and
Community input and feedback, and develop (2) schemes, or site options, for each site.
2) The Consultant Team will finalize Master Plan concepts, based upon the Core Team, Stakeholder and
Community Input.
3) The consultant Team will develop phasing strategies, which will address and potentially modify the
Interim Facilities Plan, for each scheme.
4) The Consultant Team will coordinate, finalize and document:
a. Site Plan Options
b. Strategic Operational Plans and Space Programs for each site component.
C. Refined Conceptual Cost Model
d. Refined Financing/Funding Strategy
e. Phasing Strategies
G. Concept Presentation
1) Master Plan Concept Review
The Core Team will review all final documentation and provide comments, to include consensus for
recommendation of one scheme, or site option.
H. Town Council Session
The Consultant Team will present all documentation in draft form to Town Council for review and
direction for finalization of one scheme.
1. Strategic Master Plan Finalization
The Consultant Team will incorporate any comments from the Core Team and Council and develop final
documentation.
J. Town Council Approval
1) Phase 3 Deliverables
a. Strategic Master Plan
Executive Summary
Introduction
Context and Key Concepts
Site Master Plan
Total Conceptual Project Cost Model
Financing / Funding Strategy
Phasing Strategy
Interim Facilities Plan
Appendix / Exhibits
Service Delivery Vision Document
Civic Center Master Strategic Operational Plan and Space Program Document
Civic Center Development Analysis
Feasibility Analysis
Process Participants
Meeting Agendas
Meeting Memoranda
2) Phase 3 Decisions for Town Council Approval or Direction
The Core Team will submit the Los Gatos Civic Center Strategic Master Plan to Town Council for
approval.
Los Gatos Civic -enter/ Library Strategic Master Plan
Anderson Brule Architects, Inc.
Page 7 of 10
April 11, 2002
Additional Services
In addition to the basic services described above, ABA can, upon request by the Client, provide additional services
at hourly rates per the Terms and Conditions attached.
Schedule
We will finalize our delivery dates for our documents based on receipt of our contract, required documents and
information, and an approved project schedule. For planning purposes, we will assume an approximate time frame
of 7 months for completion of the documentation to ensure streamlining of the process and maximization of resource
allocation.
Proposed Schedule Completion November, 2002
Fee Proposal
We propose to provide the basic scope of services and deliverables in three separate phases. Fees for Phases 1B, 2
and 3 will be revisited prior to commencement of the phase to ensure alignment of projected scope and fee with
outcome of the previous phase. Fee allowances are provided for Phases 1B, 2 and 3, subject to validation. Fixed fee
amounts will be negotiated for Phases IB, 2 and 3 prior to commencement of work in those phases.
Phase IA Services Fixed Fee.___. 43,440.00
Phase 1B Services Fee Allowance 41,840.00
Phase 2 Services Fee Allowance $ 69,590.00
Phase 3 Services Fee Allowance $ 85,580.00
Total Project Fee Allowance
$ 240,450.00
Reimbursable Expenses
These proposed fees do not include reimbursable expenses. Reimbursable expenses are projected at 5% of the total
fee for each phase and will not exceed a total of $12,000.00 for all three phases of the project. Please refer to ABA
Terms and Conditions, attachment B.
Sincerely,
ANDERSON BRULE ARCHITECTS, INC.
Pamela Anderson-Brule, AIA
Principal
cc: Peggy Conaway, Director, Los Gatos Library
Attachment A: Los Gatos Civic Center/Library Strategic Master Planning Process Map, Revised 02.03.28
Attachment B: ABA Terms and Conditions
In Agreement:
fa~ 114~
Pamela Anderson-Brule, AIA Date Client Representative Date
Principal Name: DEBRA FIGONE
Anderson Brule Architects, Inc. Title: TOWN MANAGER
Please return both signed original copies of this agreement to our office, a fully executed copy will be returned for
your records.
APPROVED AS TO FORM:
ATTEST:
ORRY KORB, TOWN ATTORNEY MARIAN V. COSGROVE, TOWil
RESOLUTION
RESOLUTION OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND
EXECUTE AGREEMENT WITH ANDERSON-BRULE ARCHITECTS
TO SERVE AS CONSULTANTS IN THE DEVELOPMENT
OF A STRATEGIC MASTER PLAN FOR THE
LOS GATOS CIVIC CENTER AND LIBRARY
WHEREAS, Town entered an agreement with Anderson Brule Architects on April 15th,
2002 to serve as consultants in the development of a Los Gatos Civic Center/Library Master Plan and,
WHEREAS, the Civic Center/Library Master Plan project was put on hold in the fall of
2003 so that the Town could focus on serious budget challenges and,
WHEREAS, the Town would now like to proceed with completing the Civic Center/Library
Master Plan and,
WHEREAS, Anderson Brule has provided excellent assistance with the Master Plan proj ect
and is best positioned to continue to provide these services.
THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Los Gatos,
County of Santa Clara, State of California, that the Town Manager is authorized to execute an agreement and
enter into a contract with Anderson Brule Architects in an amount not to exceed $85,013 to serve as
consultants in the development of a Strategic Master Plan for the Civic Center and library.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the day of , 2005 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
ATTEST:
CLERK ADMINISTRATOR
LOS GATOS, CALIFORNIA
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:AMGR\AdniinWorkFiles\cnclrpts\Anderson Brule Agr 2005.wpd
Attachment 2