Old Library Re-Use ProjectDATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 01/20/15
ITEM NO: 9
COUNCIL AGENDA REPORT
JANUARY 9, 2015
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
OLD LIBRARY RE -USE PROJECT 411- 821 -2105
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CHANGE
ORDER WITH TERRY J. MARTIN ASSOCIATES IN AN AMOUNT NOT
TO EXCEED $50,050.
B. AUTHORIZE A BUDGET TRANSFER IN THE AMOUNT OF $50,050
FROM THE TOWN DIGITAL AERIAL PHOTOGRAPH/TOPOGRAPHIC
MAP PROJECT 411 -821 -2006 TO THE OLD LIBRARY RE -USE
PROJECT 411- 821 -2105.
RECOMMENDATION:
1. Authorize the Town Manager to execute a change order with Terry J. Martin Associates in an
amount not to exceed $50,050.
2. Authorize a budget transfer in the amount of $50,050 from the Town Digital Aerial
Photograph/Topographic Map Project 411 - 821 -2006 to the Old Library Re -Use Project 411-
821 -2105.
BACKGROUND:
On July 13, 2013, an Agreement for Consultant Services was executed between the Town of Los
Gatos and Terry J. Martin Associates in an amount not to exceed $69,480, for design services for
the Old Library Re -Use Project. Subsequent changes in scope due to the age and configuration
of the building have brought forward the need for additional services.
DISCUSSION:
During the design process, several changes were required to meet the needs of the existing
structure. This included location of the HVAC system within the space as opposed to on the
roof This redesign also affected other infrastructure design, especially electrical and plumbing.
PREPARED BY: MATT MORLEY /r /G'l
Director of Parks and Publorks.
Reviewed by:I Assistant Town Manager own Attorney
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: OLD LIBRARY RE -USE PROJECT 411 -821 -2105
JANUARY 9, 2015
DISCUSSION (cont'd):
The design also includes additional required elements for code compliance, including a public
elevator, re- design of a new main public stairway, and exiting signage. Included in the
additional cost is funding to support the project in bidding documents, specification writing, and
most significantly, the provision for support in managing and providing responses to questions
that arise during construction. To date, the questions have been numerous as unexpected
elements of the old infrastructure have emerged and created the need for design modifications.
The awarded construction contract plus contingencies for this project is $1,391,500. This change
order will bring the total design cost to $135,235, or approximately 10% of construction cost,
which is consistent with design costs for similar projects. The funds remaining in the Digital
Aerial Photography project are sufficient to complete that project.
CONCLUSION:
Staff recommends that the Town Council authorize a budget transfer in the amount of $50,050
from the Town Digital Aerial Photograph/Topographic Map Project 411- 821 -2006 to the Old
Library Re -Use Project 411- 821 -2105. In addition, staff recommends that the Town Council
authorize the Town Manager to execute a change order with Terry J. Martin Associates in an
amount not to exceed $50,050.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301a). A
Notice of Exemption will not be filed.
FISCAL IMPACT:
If the proposed budget transfer is approved, there will be funds to accept this project as
demonstrated in the fiscal table below.
OLll
C�D821-
1-821-2105 210DL16RARY
Budgeted,
Expended/ Proposed
Available
Proposed
Remit
.........
�.._�_ Amount
Encumbered Budget
Budget
Contract
Av....... ail;
FY 2014/15 Fiscal Impact
_ I FY 14/15
To Date M!!stment
If Approved
Amount
Bala
,411 -821 2105
$ 901,06
$ 824,230 $ 50,050
$ 126,882
$ 50,050
$ 7
411 - 8212103
.. . _ .... _.
?..,.,�.. 643,379
-
586404
........ -' - .
56,975
,
5
4L1 -821 2006
88000
,
( 50,050
- � )
(
37,950
._.
;TOTALS _
$ 1,632,441
$ 1,410,634 $ -
$ 50050
$ 17
TOTAL EXPENDI URES BYCATEG`ORY:
',_