02 Staff Report - Conceptual Design for New LibraryoWN of MEETING DATE: 12-08-08
- ITEM NO:
°s'caS~g COUNCIL/AGENCY AGENDA REPORT
DATE: DECEMBER 4, 2008
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: GREG LARSON, TOWN MANAGER/EXECUTIVE DIRECTOR,
SUBJECT: CONCEPTUAL DESIGN FOR NEW LIBRARY
A. DISCUSS AND PROVIDE INPUT ON DRAFT CONCEPTUAL
DESIGN FOR NEW LIBRARY
B. AUTHORIZE TOWN MANAGER TO EXECUTE FIRST
AMENDMENT TO AGREEMENT WITH NOLL & TAM
ARCHITECTS TO EXTEND THE TERM OF THE AGREEMENT TO
JUNE 30, 2009
RECOMMENDATION:
1. Discuss and provide input on draft conceptual design for new library
2. Authorize Town Manager to execute first amendment to agreement with Noll & Tam
Architects to extend the term of the agreement to June 3 0, 2009
BACKGROUND:.
On October 1, 2007, the Town Council directed staff to proceed with specific planning for a new
library with the assistance of an architectural firm. Noll & Tam Architects have been working
with staff since April 2008 to develop the conceptual design for the new library. On November
3, 2008, the Town Council gave direction to proceed with planning for the new library adj acent
to the hill on the southeast corner of the Civic Center site. A community meeting, held on
November 13, 2008, provided an opportunity for the public to give input on features they desire
in the new library. The architects also conducted a design charette to discuss sustainability
priorities to achieve the Town's goal of building a new library that can be certified as at least
Leadership in Energy and Enviromnental Design (LEED) Silver. In addition to the architects
and their sub-consultants, the Library Ad Hoc Council Committee, two members of the Planning
Commission, and Town staff participated.
PREPARED BY: PAMELA JACOBS
ASSISTANT TOWN MANAGER
NAMGRUacobslLibrary ProjectlI2-08-08 Staff Report.doc
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: CONCEPTUAL DESIGN FOR NEW LIBRARY
DECEMBER 4, 2008
The purpose of the agenda item on December 8'E' is to obtain Council input on a more detailed
site plan and on design principles and materials for the exterior and interior of the building. In
addition, staff is requesting authorization to enter into a first amendment to the agreement with
Noll & Tam to extend the term to June 3 0, 2009.
DISCUSSION:
At the December 8"' meeting, the architects will discuss several elements of the draft conceptual
design using a PowerPoint presentation (Attachment 1). These elements include the site plan
and design concepts for the exterior and interior of the building. While specific decisions are not
necessary at this time, staff and the architects are seeking Council feedback on the site plan and
design concepts to be used in shaping the final conceptual design that will be brought to Council
in early 2009.
Site Plan
The site plan to be presented on December 8t" includes greater detail than the plans discussed at
the November 3rd Council meeting and the November 13th community meeting. Key features of
the site plan include:
Site features:
• Strong pedestrian and visual connections between Civic Center, Library and Pageant Park
• Preservation of mature trees throughout the site
■ Integration of existing roadway and parking system to minimize construction costs
• Clear circulation and arrival patterns for vehicles, bicycles and pedestrians
■ Traffic calming methods integrated in vehicular circulation and parking layout
■ Additional parking provided, meeting the target identified for the new library
■ Integration of biological swales to manage stormwater run-off
• Provision of sunny protected outdoor gathering areas
= Visual accent of connection from Los Gatos Blvd. to the Civic Center, Library and Pageant
Park by means of a colorful alley of trees, decorative paving treatment of pedestrian
promenade, specialty lighting, seating and gathering spaces along promenade
Library features:
■ Front entry to Library framed by mature trees and entry court(s)
■ Bicycle parking located adjacent to Library entrance
■ Service and delivery access located east of main entry with direct vehicular access
= Secure outdoor group area and garden for children's use
• Preservation of existing winery stone retaining wall as historic feature
■ Emphasis on Library entry and drop off with specialty paving and accent plantings
PAGE 3
MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDEVELOPMENT
AGENCY
SUBJECT: CONCEPTUAL DESIGN FOR NEW LIBRARY
DECEMBER 4, 2008
Staff and the architects are seeking Council feedback on the general features of the conceptual
site plan to inform the development of the Final Conceptual Design.
It is important to note that, at this point in time, the site plan is conceptual in nature. As the
design evolves, additional detail will be provided. Technical analyses of fire safety
requirements, tree conditions, topographical constraints, and other considerations may require
modifications to the site plan, although major modifications are not expected.
Particular attention will be given to access to and from the site for the public and for emergency
vehicles and to the parking supply for visitors and staff. Regarding access, the construction of
the new library will change the status of Fiesta Way from a through-street to a Civic Center
entrance. While vehicles may still travel between Villa and Fiesta using the parking lots, it will
be less convenient to do so. This will particularly affect the residents in the adjacent
neighborhoods. Staff will hold a neighborhood meeting to discuss the impacts and any potential
mitigating actions.
With regard to parking, specific information about the current and projected parking counts will
be provided at the December 8th Council meeting. Current calculations indicate that the targeted
number of additional parking spaces needed for the new library will be provided owing to the
inclusion of new lots and the relocation of police personnel to the new facility on Los Gatos
Blvd. As the site plan for the library progresses, efforts will be taken to identify a parking plan
that optimizes parking for visitors.
Design Concepts
At this stage in the conceptual design process, the architects are seeking Council input on the
design concepts and guiding principles that will influence the new library's character,
functionality, and materials. Following are the key concepts and principles on which the
architects will seek feedback from the Council:
Key Concept:
The building concept is based on the "lantern," which in architectural terms suggests "an open
structure of light material."
■ Daytime illumination will optimize the use natural daylight, with glazing on the north wall,
skylights at the stairway well, veiled glazing on the south wall, and use of louvers to bounce
light into the library.
■ Nighttime illumination will use artificial light to allow visibility from the street and views
into the library, using both white and colored lighting.
Guiding Principles:
The New Los Gatos Library:
■ Is Warm and Inviting
Works with the existing Civic Center but does not mimic it.
PAGE 4
MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDEVELOPMENT
AGENCY
SUBJECT. CONCEPTUAL DESIGN FOR NEW LIBRARY
DECEMBER 4, 2008
Responds to nature and incorporates natural materials
Celebrates comfortable areas within grand spaces.
Looks outward and allows views inward.
Displays sustainable features to educate
Design Principles:
■ Open floor plans celebrate large spaces with comfortable spaces within
Double height stair spaces allow views through library
■ Sustainable systems are visible
"Expressed structure" concept mean visible columns that can mimic natural elements
Natural materials such as wood, stone, terracotta, and brick provide texture
■ Warm materials are placed near entry and where people can touch and see them
Progress on Library Cost Estimates
Staff and the architects continue to refine the cost estimates for the building, parking, demolition
and site improvements with the goal of keeping within the $18.4 million approved budget plus
the potential excess funds generated from financing interest and reserves for debt service.
The furniture, fixtures and equipment (FF&E) costs have not been included in the budget
estimate as it has always been expected that the community would raise funds to cover these
costs. Accordingly, the Friends of the Library group have hired Nctzel Associates to assist with
a campaign to raise these hinds.
Amendment to Agreement
Staff is recommending Council authorization to execute a first amendment (Attachment 2) with
Noll & Tam Architects to extend the term of the agreement to June 30, 2009. The current
agreement will expire December 30, 2008. Due primarily to the Town's scheduling conflicts
during the current term of the agreement, the architects have not been able to complete the scope
of work and an amendment is needed.
CONCLUSION AND NEXT STEPS:
Staff and the architects are seeking Council feedback on key features of the site plan, design
concepts and guiding principles for the new library. Staff is also seeking authorization to
execute a first amendment to the agreement with Noll & Tam.
The feedback on the site plan and design concepts will be incorporated into a final concept
design package which will include the site plan, library floor plan with conceptual layout of all
library program elements, preliminary selection of building systems and engineering, building
cross-sections, primary elevations, parking layout, a 3-dimensional perspective rendering, and a
final concept design cost estimate. These documents will define the project for purposes of the
environmental evaluation and land use approvals.
PAGE 5
MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDEVELOPMENT
AGENCY
SUBJECT: CONCEPTUAL DESIGN FOR NEW LIBRARY
DECEMBER 4, 2008
ENVIRONMENTAL ASSESSMENT:
This discussion and direction item is not a project defined under CEQA. However, further
environmental and regulatory land use review will be required as the specific project plans are
developed.
FISCAL IMPACT:
Sufficient funds are available for appropriation to the new library project as previously identified
in the staff report discussing options for the development of a new library presented to Council
on October 1, 2007 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 7/01107 balance
RDA Repayment of Police Building Loan General /RDA 2,720,o00 Available July 1, 2007
RDA Potential Future Financing RDA 14,`00 000 per financial advisor estimate updated 0 311 512 0 08
Total Project Funding Sources $ 18,383,086
All funds shown on the schedule above are in designated reserves and part of the invested Town
Treasurer's balances. They are all available to be appropriated to the library project, with the
exception of the $14 million in proceeds anticipated to be available in the future from a Town
Certificates of Participation (COP) financing secured by tax increment available from the
Town's Redevelopment Agency.
It is important to note that the estimates of funds available from a future RDA bond issue are
subject to change. The estimate of funds is based on the growth rate of the assessed valuation in
the Town RDA project area and prevailing interest rates in tax-exempt municipal markets at the
time the final financing plan is adopted and the bonds are issued. At present there is a great deal
of uncertainty in the credit markets, which is reported to be adversely impacting the municipal
bond market. Staff continues to monitor developments in the credit markets and believes that by
next fall, normalcy should return to the municipal bond market. The Town's financial advisor
and staff will be analyzing developments to ascertain the best timing to go to market for the
planned issuance of the certificates of participation. If RDA bond funds prove to be less than
estimated, the footprint of the building could be reduced (1,000 sq. ft. equals approximately
$500,000) and other current revenue sources considered.
Attachments:
1. PowerPoint Presentation on Conceptual Design
2. Amendment to Agreement with Noll & Tam
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AMENDMENT TO AGREEMENT
This AMENDMENT TO AGREEMENT is entered into this day of
200_, by and between the Town of Los Gatos, State of California, herein called "Town," and
Noll & Tam Architects, herein called "Consultant."
RECITALS
A. Town and Consultant entered into an agreement to provide conceptual design services for
the new Los Gatos Library on April 21, 2008 ("Agreement"), a copy of which is attached
hereto as Exhibit A and incorporated herein by reference.
B. An amendment to the agreement extending the term of the agreement is necessary
because the Consultant will not be able to complete the project by the specified date as
provided for in the Agreement due to factors that were not entirely within their control.
AMENDMENT
1. Paragraph 2 of the Agreement is hereby amended to provide that the completion of the
Agreement will be by June 30, 2009.
2. All other terms and conditions of the Agreement dated April 21, 2008 remain in full force
and effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement as of
the date indicated above.
Town of Los Gatos
Consultant
By:
By:
Greg Larson, Town Manager Signature
Recommended by:
Pamela Jacobs, Assistant Town Manager
Approved as to Form:
Print Name
Title
ATTEST:
Town of Los Gatos, Los Gatos, California
Orry P. Korb, Town Attorney
NAMGRIAdminworkFiles12008 Council ReportMcll Tam Amendment.doc
Jackie Rose, Clerk Administrator
ATTACHMENT 2
CLERK DEPARTMENT
AGREEMENT FOR CONSULTANT SERVICE
ORD
THIS AGREEMENT is entered into this .i day of I i IEC 200_and
between the Town of Los Gatos, State of California, herein called the 'n" and Noll _
Architects, herein called the "Consultant," engaged in providing conceptual design services for the
new Los Gatos library
RECITALS
A. The Town is considering undertaking activities to design and build a new library.
B. The Town desires to engage a Consultant to provide conceptual design services, because of
Consultant's experience and qualifications to perform the desired work.
C. 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:
Scope of Services. The Consultant shall provide the services as described in Exhibit A.
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 by December 30, 2008.
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 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 of its services 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
Revised, 11/04/04 Page 1 of 6
NAIMPJACOBSUBRARY PROJECMOLLTAM AGREEMENT.DCC
EXHIBIT A
Consultant in connecti6ii4iii of-h& projects shi ll'be sol8ly``at'Town's risk, unless Consultant
expressly consents to such use in writing. Town further agrees that it will not appropriate any
methodology ortechnique of Consultant which is and has been confirmed in writing by Consultant to
b'e-4 a e secret-oi f Consu taint,
5: Ca 'i bnsatto_n 'Co''mp619' dfi6 fd on ulfant's'p ofessio i ° ° rvzces shaft be "listed in la /bit B.
Payment shall be based upon Town'approval of each task.
T Billing. Billing shall be accompanied by 'k-d . tailed fiplanation of the work performed by whom at
what rate and on what elate. AW,plans, s~pecificatigns, documents or other pertinent materials shall
be submitted foi TWfi heA'4, evert W16 yl. paMlb Graft fort `
Payment shall be net thirty (30) days. All invoices and stAfements to the Town shall reference the
Towfi's fiur`cliase~ordei'nttmber"and be adi#res~s~d follak, ~4
Invoices: Statements:
Tovl+ii- of Los Gatos T nWn-of Los Gatos'
Attn: Accounts Payable Attn: Finance Departinent
P.O. Box 655 P.O.. Box 655
Los Gatos, CA 95030 Los Gatos, CA 95030
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 redords available to authorized personnel of the Town at the Consultant's offices during
business hours upon written request of the Town.
9. Project Mara' er. The Project Manager for the Consultant for the work under this Agreement shall
be Christopher Noll, Principal, Noll & Tam. The Project Manager for the Town for the work under
this-Agreement shall be Pamela Jacobs, Assistaii Torun Manager.
10. Assiamnability and Subcontracting. The services to be performed under this Agreement are unique
and personal to the Consultant. No portion of these services shall be assigned or subcontracted
without the written consent of the Town.
11. Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed
postage prepaid, and addressed to:
To Town:
PamelA Jacobs
AssistdhVToWri Manager
Town of L• os Gatos
110E MAin St:7
Los Gatos, CA'95030
Revised: 11104/04 Page 2 of 6
NWGRIPJACOBSILIBRARY PROJECTWOLLTAM AGREEMENT.DOC
To Consultant:
Christopher Noll
Noll & Tam Architects
729 Heinz Ave.
Berkeley, CA 94710
or personally delivered to Consultant to such address or such other address as Consultant designates
in writing to Town.
12. 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.
13. Conflict of Interest. Consultant understands that its professional responsibilities is solely to the
Town. The Consultant has 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.
14. 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.
Revised: 11104104 Page 3 of 6
NAMGMPJACOSSUBRARY PROJECTINOLLTAM AGREEMENT.aOC
15. Insurance.
A. Minimum Scope of Insurance:
i. Consultant agrees to have and maintain, for the duration .of the e-ontract;. General
Liability insurance policies insuring him/her and his/her firm to an amount not less
th n. , Qne::million dollars ($1900;.QQ0). combined single limit per occurrence for
bodily injury, personal injury and property damage.
ii. Consultant, agree s ta:.•have .and rnaintatxi°, for the duration of .?the contract, as
Automobile: Liability;insuranee policy eur~ngtn/ller.'andfsier staff to an
amount:not. lass tiara` 9ne xniilion dollars ($.I•,,Q00 QQ0).,conibined-single,~lin it per
acciderit,for bo.;dily..;i?aJnry;.and:property,.damage
i -
Consultant Sh 1I {provide: _ o; the Tovtim all, certif dates of:-insuraned,: with- original
endorsements effecting coverage. Consultant agrees that all certificates and
endaraements are p, be received and_approved by tlie.Town before work commences.
iv. . _C,onsultant agrees to have and.maintain, for the.duration.of the contract, 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:
i. The Town, its officers,-officials, employees and volunteers are to be covered as
additional 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,remployeesor volunteers
iv. The Con;sultant!s insurance shall apply, separately to each insured against whom a
claim is made or suit is: brought, except with tespect, 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 cancelled except after thirty (30) days' prior written noticVhas been
given to the Town. Current certification of such insurance shall be kept on file at all times
0
Revised: 11/04104 Page 4 of B
N:1MGRIPJACOBSUBRARY PROJECTWOLLTAM AGREEMENT.DOC
during the term of this agreement with the Clerk Administrator.
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 require that
all subcontractors employed by Consultant provide the required Workers' Compensation
insurance for their respective employees.
16. 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 beset up because of damages to property or
personal injury received by reason of, or in the course of performing work to the extent caused by a
willful or negligent act or omissions of the Consultant, or any of the Consultant's officers,
employees, or agents or any subconsultant. Consultant's obligation shall include the duty to defend
as set forth in California Civil Code Section 2778.
17. Waiver. No failure on the part of either party to exercise any right or remedy hereunder 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.
18. 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.
19. 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 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.
20. 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.
21. 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.
22. Entire Agreement. This Agreement, including Exhibits A and B, 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.
Revised: 11/04104 Page 5 of 6
N:IMGMPJACOBSUBRARY PROJECTINOLLTAM AGREEMENT.000
iN WITNEss WHEREOF, the Town and CansultanthaVe executed this Agreement as of the date indicated
on page one.
y
To 'of'Los Gafas: b;t: =r Coz~silt by -
J V-"~ _ .r
t ft r
Greg Lars~ti, TtSwn 1Viana~er ` , ~ ` y St r -
f ~ S F.cia f ¢i 3- , ! Fvr;=.1 i 31 :-J
Redo trilaenrledy.`
Patnel`Jacoiis Assistant Tovvfi Tvfa~ager~`
Approve' as-to Form:
OrryP-K6ib, Town Attorney
G
ATTEST:
Town of Los Gatos, Los Gatos, California
`-~aO4-e ose, Clerk Administrator
Revised: 11104/04 Page 6 of 6
NNGRIPJACOBSUBRARY PROJECnNOLLTAM AGREEMENT.DOC
NEW LOS GATOS LIBRARY
Scope of Work
1. Review of Existing Documentation
a. Site Analysis, Historical, and Cultural Information
CONSULTANT will review the Civic Center Master Plan analysis of the Civic Center
site to understand the historical, cultural and physical conditions that will help guide
design decisions. CONSULTANT will create a thorough list of opportunities and
constraints associated with the new library building. CONSULTANT will consider how
the cultural history of Los Gatos influences design decisions. CONSULTANT will seek
meaning to inspire an approach to siting of the building, choice of materials, and
symbolic forms. CONSULTANT should take a wide view of what is "natural" to the
site, leading to creative overlapping of nature, history, and built form.
b. Site Information
CONSULTANT will gather and review all relevant background and topographical
information, maps, zoning, existing utilities and data for the building site.
CONSULTANT will study the climate of the site, topography that influences site
drainage, surrounding trees and buildings that affect solar exposure, and prevailing wind
patterns.
2. Initial Scoping Meeting
CONSULTANT will begin with an Initial Scoping Meeting, attended by key members of
the design team and the Town's Project Team. At this meeting, CONSULTANT and the
Project Team will clarify the project goals and vision, decision malting process, program
requirements, scope of work, schedule, and project budget. CONSULTANT will identify
major stakeholders and determine the Town Council and regulatory agency review
processes. CONSULTANT will prepare a detailed agenda for the meeting and distribute
meeting notes to all participants.
EXHIBIT A
3. Program and Budget Reconciliation,
CONSULTANT will lead a meeting with Library Director Peggy Conaway and staff to
completely evaluate, adapt, and refine the library programming data created during the
Civic Center Master Plan process. CONSULTANT'ahd-sub=bar su .Kathy Page, will
work with the Library Director to revise the program to fit a smaller space. This may
require re-thinking some of the service gals arid' finejtdhing' how to -acc* ii ipl sb
spatial relationships with more efficient physical and operational layouts.
CONSULTANT will try to leverage staff'fesnurces to-tlie extent possible, reduce fiked
positions to`a`rniniinuml: create good sightlihes;.`prornate self-service, eliminate repetitive
or duplicated services with automation and oxgaiiiiation; `aird allow Staff to o~tirnlze
assistance to clients.
if; - ,
The most critical part of this programming exercise will be `to fully divide the program
areas into two levels, to match the proposed two-story canfiiguration of the' building.
CONSULTANT has done this for other library facilities, most recently for a new library
for the City of Manteca, and will bring their understanding of how to separate program
areas and how to include multiple staff service points.
CONSULTANT will create a Reconciliation Matrix as part of an Integrated Cost
Management Plan, a living document in use throughout the process, which will be a
cornerstone of the program-budget reconciliation effort. CONSULTANT will prepare a
Final Library Building Program that reflects consensus on revisions to the program,
including tabulations of assignable square footage of programmed spaces, collections,
technology workstations, and readers' seats.
CONSULTANT will hold a brainstorming session with our CONSULTANT's cost
estimator to determine the major cost items; identify possible substitutions, deletions, or
phased options; and discuss the potential -itiipacts on quality and performance,
CONSULTANT Will mafidge the jredtictiot `process "fi r'ougfi the ui se of a detailed list of
items that the team is considering, with a'fecord ofwhat-is selected, possible; or rejected,
in order to document the decision-making process.
0
v
4. Concept Design Alternatives and Cost Models
Design is a cyclical process of generating ideas, testing them, moving forward and
backward, and circling back to re-think the basic concepts. Building upon the principles
developed in the site investigation and library space programming and taking into
consideration the history and architectural character of the Civic Center area
CONSULTANT will generate conceptual ideas that are a statement of the vision and
aspirations of the community of Los Gatos.
CONSULTANT will begin the design process with three alternative design concepts.
The initial concept design package will include:
• Building location and general massing;
• Major program elements in the building;
• Parking layout and site plan;
• Conceptual Cost Model with estimated construction cost.
5. Town Council Study Meeting
CONSULTANT will facilitate a Town Council Study Session to present the three
concepts in draft form, and solicit input to finalize them for the first community
presentation. The Principal-in-charge, Chris Noll, will facilitate the Study Session.
b. Community Meeting I
CONSULTANT will facilitate a community meeting presenting the three concepts in
final form and obtaining feedback. The Principal-in-charge, Chris Noll, will facilitate the
community meeting.
7. Develop Preferred Alternative
Following the public meetings, CONSULTANT will meet with the Project Team to
select the preferred option to recommend to the Town Council. Using an interactive
"design charrette" session, CONSULTANT will work with the Project Team to
brainstorm several alternative library floor plans. In refining the preferred option into the
Draft Concept Design, CONSULTANT will develop the massing, architectural character,
scale, detailing, proportions, materials, and colors for the proposed building and prepare
completed floor plans, CONSULTANT will work with the cost estimator to refine ;the }
cost estimate. CONSULTANT will submit the Draft Concept Design to the Project
Team, and meet to obtain. feedback.
8. Sustainability Charrette:r
Concurrent with thee development of the.,preferred..alternative,• CONSULTANT will plan
and facilitate an all-day collaborative meeting for.Town..staff and. selected stakeholde;rs.to-
define the environmental goals for the library building and develop design strategies to
achieve LEED: Silver certification,
9. Community Meeting #2
CONSULTANT will facilitate a community meeting presenting the Draft Concept
Design and obtaining feedback. The Principal-in-charge, Chris Noll, will facilitate the
community meeting.
10. Final Concept Design and Cost Estimate
The Final Concept Design package will include a -site plan, with the building and all site
development described; a library floor planwith conceptual layout of all library program
elements, preliminary selection of building systems and engineering, building cross-
sections, primary elevations, parking layout, landscape plan, outline specifications, and a
3-dimensional perspective rendering. Working with the cost estimator, Davis Langdon,
CONSULTANT will develop a final concept design cost estimate.
11. Community Meeting #3
CONSULTANT will facilitate a community meeting presenting the Final Concept
Design. The Principal-in-charge, Chris Noll, will facilitate the community meeting.
With the-.concurrence of the Town's Project Manager, this community meeting. may be
combined with the presentation of the Final Concept Design to the Town .Council:.
ca
12. Prepare Final Report
CONSULTANT will finalize and incorporate all of the illustrations and graphics into the
Final Concept Design document and print the required number of copies for the Town
Council. CONSULTANT will also make a PDF version of the document.
13. Town Council Presentation
CONSULTANT will present the Final Concept Design to the Town Council for its
review and endorsement.
14. Changes to Scope of Work
CONSULTANT and TOWN may mutually agree to changes within the scope of work
which are cost neutral.
Deliverables
1. Updated Library Building Program Space Summary - including tabulations of
assignable square footage of programmed spaces, collections, technology
workstations, and readers' seats.
2. Initial Concept Design Package - including building location and general massing,
major program elements in the building, parking layout and site plan, Conceptual
Cost Model with estimated construction cost.
3. Presentation materials for Town Council Study Session and Community Meeting 41
4. Sustainability Design Charrette - design and facilitation of an all-day workshop for
staff and selected stakeholders to develop design strategies to achieve LEED Silver
certification.
5, Preferred Alternate Concept Design Package - including massing, architectural
character, scale, detailing, proportions, materials and colors for the proposed building
and include completed floor plans.
6. Presentation materials for Community Meeting 92
7. Final Concept Design Package - including a site plan with the building and all site
development described, a library floor plan with conceptual layout of all library
program elements, preliminary selection of building systems and engineering,
building cross-sections, primary elevations, parking layout, outline specifications, and
a 3-dimensional perspective rendering, and Final Concept Design Cost Estimate.
Presentation materials for Community Meeting #3 (if needed),' Final Conceptual ;
Design Report and Town Council Presentation.
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LOS GATOS LIBRARY CONCEPTUAL DESIGN
FEE FOR SERVICES
BASIC SERVICES
of r
~1~11`& Tam t~rclute~ts, Pima°ACO~.ifects ,f
rigrahan~ ~ J'esse~*S ruct ra n ine r te
rffixnac, Me61iIE1e - t Engmorin
, 0"t1t1i L Ja eki, Uhdseap rQ ecttlre~
7 is Lsngdon, Co§t Est64jir4';
'fttalnabi4fty Chat 6tte r
y,~..
Total Pr6!00ional' Fees - Basic Services' b
CONTINGENT ADDITIONAL SERVICES/FEES
Reimbursable Expense,Allowance*
Civil Engineering Allowance
Geotechnical Investigation
Traffic Engineering
Total Contingent Services/Fees
TOTAL FEES FOR SERVICES
NOLL & TAM FEE BREAKDOWN
$184,765
Task
Fee
Conceptual Design,& Sip Master Planning
Collect & review site information
$3,400
Program & budget reconciliation
$5,480
Prepare updated building program
$4,800
Prepare conceptual design alternatives (3)
$21,880
Develop preferred alternative
$20,480
Coordinate with cost estimator
$1,235
Final Conceptual Design
$5,580
Final Conceptual Design report
$3,290
Project Management
$4,480
Subtotal
$72,625
Meetings
Town Council Study Session
$2,640
Community Meeting #1
$1,890
Community Meeting 42
$2,640
Community Meeting #3 (if needed)
No additional cost
Town Council presentation
$2,640
Meetings with staff
$10,560
Subtotal
$20,370
Total
$92,995
$92;995
$20 .
Y
f
,$29 ~
tub,
$73"
$15U60
$154,965
$10,400
$9,350
$4,950
$5,500
$29,800
0-
EXHIBIT B
shape
inspired solutions
hourly rates
Noll & Tam Architects
GIUMAC
Effective January 1, 2008
Effective January 1, 2008
Principal
$155 - $175/hour
Principal
Senior PM/Project Architect
$140/hour
Associate Principal
Project Manager
$120 - $125/hour
Project Manager
Project Des4gner/Project Captain . $115/houx
Lighting Designer"
Professional Staff
$100/hour
Project Engiineer
. {
Drafter
$80/hour
_
Design Engineer
Project Assistant
$65/hour
De's giier I I I: V
CAD Designer
Reimbursable Expenses
CAD Technician
Reproduction telephone fax travel outside the Bay Area,
Administrative
renderings, computer models, physical models, postage,
messengers, and other usual expenses will be billed at 1.15
times actual cost.
:,$225/hour
$205/hour
$185495/hour
$W0 ;135/hour
150-170/hour
125-135/hour
.$..i05-11 5/hoar
$100/hour
$80/hour
$65-75%hour
Joni L.Janecki& Associates
Effective January 1, 2008
Ingraham Dejesse
Principal
$ 30/hour
Effective January 1, 2008
Landscape Architect
$110/hour
Designer/Project Manager
$95/hour
Principal
$185/hour
Draftsperson
$85/h6ur
Associate
$120-150/hour
Clerical
$55/hour
Structural Engineer
$90.140/hour
Civil Engineer
$74120/hour
Structural Designer
$60400/hour
Davis Langdon
CAD Operator/Designer
$80-90/hour
Effective through 1213112008
Jr. CAD Operator
$50.60/hour
Administrative Assistant
$50/hour
Principals
$250-300/hour
Clerical Assistant
$40/hour
Associate Principals
$200/hour
Associates/Senior Associates
$155-175/hour
Estimators
$85-145/hour
Sandis
Clerical
$ 65/hour
Effectiv'elanuary 1, 2008
Principal
$180/hour
Associate Principal /Sr. Proj. Mgr
. $150/hour
Project Manager
$135/hour
Project Engineer
$85-110/hour
Design Engineer
$65-85/hour
Computer/Engineer Technician
$55.85/hour
Clerical
$50/hour
d
Surveying Services subject to a different rate schedule
I
noII --tarn
Los Gatos Library Concept Design • Town of Los Gatos
architects and planners
0
* Summary of Estimated Reimbursable Expenses (billed at 1.15 times cost)
1. Plotting and reproduction of progress drawings and specs for review.
2. Perspective renderings and physical models.
3. Overnight delivery/couriers
4. Mileage (@ $0.505 pei mile currently - rate shall adjust annually to conform to
IRS guidelines), travel and lodging
5. Consultant expenses for above items.