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DATE:

December 17, 2013

TO:

Mayor and City Council

FROM:

Director of Public Works – Engineering and Transportation

SUBJECT:

Authorization for the City Manager to Negotiate and Execute an Agreement with Noll & Tam Architects and Planners for Professional Design Services for the Hayward 21st Century Library & Community Learning Center

RECOMMENDATION That Council adopts the attached resolutions: 1. Authorizing the City Manager to negotiate and execute a Professional Services Agreement with Noll & Tam Architects and Planners in an amount not-to-exceed $3,000,000 for professional design services for the Hayward 21st Century Library & Community Learning Center; and 2. Transferring $3,200,000 from the Donations Fund to the Capital Projects (Governmental) Fund; and appropriating the funds to the project budget from the Donations Fund in order to complete the necessary design services for this project. BACKGROUND The design and construction of a new Main Library and Community Learning Center in downtown Hayward is a key facility planning project identified in the City Council Priorities and the Ten-Year Capital Improvement Program (CIP). Funds have been dedicated in prior years from the CIP budget to cover the costs of planning a new Main Library and Community Learning Center facility. On June 19, 2007, the City Council authorized the City Manager to execute a professional services agreement with Noll & Tam Architects and Planners for the planning and conceptual design of a new Main Library and Community Learning Center. Noll & Tam was originally selected as the qualified consultant through a Request for Proposal process. The planning portion of the project was to be completed in three phases: Community Profile and Needs Analysis; Site Selection and Building Program; and Preliminary Conceptual Building Design. During Phase I, the consultant prepared a comprehensive profile of the Hayward community and an analysis of current and future library service needs. Phase II involved the preparation of a conceptual design of selected building site alternatives and the development of a draft building program. Lastly, during Phase III, staff and the consultant convened a series of focus groups comprised of various stakeholders to assist in the development of three preliminary design options

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for the building. The focus groups and the design team were successful in developing three preliminary design concepts of the Library and Community Learning Center facility. On November 9, 2010, these three design concepts were detailed and provided to Council, and can be found in the following link to the staff report: “Review and Consideration of Design Options for a New Library and Community Learning Center” (http://bit.ly/Prelim-design-report ) On October 29, 2012, the City executed a new contract with Noll & Tam Architects and Planners, in the amount of $25,000, for a Visualization Study for the Library and Community Learning Center facility. This work included a series of renderings showing different architectural options for the facility, including a children’s area and updated construction cost estimates & conceptual energy models. On June 25, 2013, Council approved a preliminary design concept for the library. DISCUSSION On August 29, 2013, a Request for Proposal (RFP) for the 21st Century Library & Community Learning Center was sent out to eleven architectural firms that specialize in the design of libraries. Two proposals were received from Noll & Tam Architects and Planners and Group 4 Architects on September 18, 2013 in response to the RFP. After a careful review of the proposals, staff has concluded that Noll & Tam Architects and Planners is the best qualified architect and has the most knowledge and understanding of the City’s objectives for this project. Furthermore, staff has found Noll & Tam to be very timely with all requested deliverables during the project planning phase. As noted previously, Noll & Tam has been involved in various phases of the project, including a needs assessment and conceptual design for the library, since June 2007. As envisioned in the preliminary studies and needs assessment reports, this professional design services contract is for an approximately 58,000 square feet library building on three floors. The library is to be located at the corner of C Street and Mission Boulevard in downtown Hayward, adjacent to the Post Office. Noll and Tam Architects and Planners will produce the final construction drawings, specifications and cost estimates for the library building, that addresses the community service needs developed during the planning and study phases of the project, and other site improvements to complement the library. The site improvements include improvements to C Street that will provide additional area for the library building, as well as create a more pedestrian friendly experience along C Street. Also, the adjacent parking structure is to be modified to include an elevator at the eastern corner of the parking structure. A landscape and hardscape transition between the parking structure and the library building shall also be provided in the design. Additionally, the design contract calls for redesign and reprogramming of the existing historic Library Park Plaza. The construction drawings will have a useful life of approximately five years, allowing the City adequate time to plan for the financing of the actual construction of the facility. FISCAL IMPACT Staff negotiated a contract with Noll & Tam Architects and Planners in an amount not-to-exceed $3,000,000, including contingencies:

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x x

Consultant Design Services (not to exceed) Design Administration – City Staff TOTAL Project Design Services:

$3,000,000 200,000 $3,200,000

An allocation of $3,200,000 is needed to complete the necessary design services for this project. As noted in Attachment II, staff recommends that Council approve a resolution which authorizes the transfer of additional funds from the Donation Fund (Fund 250) to the Capital Projects (Governmental) Fund (Fund 405) to complete the design. The Donations Fund primarily consists of monies contributed by Calpine in an amount of $10 million that are earmarked for the development of a new library. The Fund contains sufficient fund balance to accommodate this transfer. Previously, City Council approved $700,000 of the $10 million to fund the Main Library’s Automated Materials Handling project. This equipment will be relocated to the new library building after construction completion. PUBLIC CONTACT In 2008, a survey was sent out to Hayward residents for input in developing a needs assessment for the Library. At various stages during project planning, presentations were made during public meetings of the Library Commission and the City Council. SCHEDULE Begin Design Complete Design

January 15, 2014 April 30, 2015

Prepared by: Yaw Owusu, Assistant City Engineer Recommended by: Morad Fakhrai, Director of Public Works – Engineering and Transportation Approved by:

Fran David, City Manager

Attachments: Attachment I: Attachment II: Attachment III:

Resolution – Agreement Approval Resolution – Transfer and Appropriation of Funds Site Plan and Floor Plan

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