13 Staff Report - Architects for New LibrarytowN MEETING DATE: 01-22-08
ITEM NO:
' /113
catas COUNCIL/AGENCY AGENDA REPORT
DATE: JANUARY 16, 2008
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: GREG LARSON, TOWN MANAGER/EXECUTIVE DIRECTOR
SUBJECT: AUTHORIZE THE COUNCIL'S LIBRARY AD HOC COMMITTEE TO
PARTICIPATE IN THE INTERVIEWS FOR SELECTION OF ARCHITECT(S)
FOR THE NEW LIBRARY PROJECT
RECOMMENDATION:
Authorize the Council's Ad Hoc Library Committee to participate in the interviews for selection
of architect(s) for the new library project.
BACKGROUND:
On October 1, 2007, the Town Council directed staff to conduct a Request for Proposal process
to engage an architectural firm to develop cost estimates, parking requirements and schematic
design for a new 31,000 sq. ft., two-story library.
DTRCT 1IIV11 T10N.
Pursuant to Council direction, a staff team, augmented by Les White, Special Advisor to the
Town Council, developed a Request for Proposal (RFP) for architectural services. Staff
distributed the RFP to 24 Bay Area firms with experience designing public libraries, and
received 10 proposals. The team evaluated the 10 proposals and unanimously selected four firms
to proceed to the interview process.
At present, the interview panel would consist of the Town Manager, Assistant Town Manager,
Library Director, Assistant Library Director, and the Community Development Director. Due to
the significance of the library project to the community, staff recommends that the Council's Ad
~1
CL,e -e~_CrG~
PREPARED BY: PAMELA JACOBS
ASSISTANT TOWN MANAGER
Reviewed by: Assistant Town Manager/Deputy Director Town Attorney/General
Counsel Clerk Administrator/Secretary Finance
Community Development
PAGE 2
MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDEVELOPMENT
AGENCY
SUBJECT: AUTHORIZE THE COUNCIL'S LIBRARY AD HOC COMMITTEE TO
PARTICIPATE IN THE INTERVIEWS FOR SELECTION OF ARCHITECT(S)
FOR THE NEW LIBRARY PROJECT
JANUARY 16, 2008
Hoc Library Committee, comprised of Mayor Spector and Council member McNutt, participate
in the interview process for the architect selection. The architect will play a significant role in
facilitating discussions with the Council and the community to solicit input about the conceptual
design for the library; thus, the selection of the architect is an important decision.
The Council's Code of Conduct (amended version adopted September 5, 2006) allows the Town
Council to authorize Council members to be involved in a specific procurement process.
Otherwise, the Code says Council members should refrain from any involvement. This
procurement process is one in which Council member involvement through the Ad Hoc Library
Committee would be beneficial for the reasons noted above. Following selection of an
architectural firm, staff would conduct the negotiations with the selected firm and would bring
forward an agreement for approval by the Council as a whole.
CONCLUSION:
Staff recommends that the Town Council authorize the Council's Ad Hoc Library Committee to
participate in the interviews for selection of architect(s) for the new library project.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
There is no fiscal impact associated with authorizing the Ad Hoc Library Committee to
participate in the interviews for architectural services.