DATE: October 17, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
Kelley Worman-Landano, County Librarian
Fresno County Public Library
SUBJECT: New Clovis Regional Library - Architectural Consultant Services Agreement
RECOMMENDED ACTIONS:
TITLE
1. Approve and authorize the Chairman to execute an Agreement with Dyson Siegrist Janzen Architects to provide architectural consultant services for the new Clovis Regional Library at the Clovis Landmark Commons Development, effective upon execution, not to exceed five consecutive years, which includes a three year base contract and two optional one-year extensions, total not to exceed $1,224,000; and
2. Adopt Budget Resolution increasing the FY 2017-18 appropriations for Library Measure B Capital Improvements Organization 7530 in the amount of $1,224,000 for the development of the Clovis Regional Library (4/5 vote); and
3. Adopt Budget Resolution increasing the FY 2017-18 appropriations and estimated revenues in the Clovis Regional Library Organization 8863 in the amount of $1,224,000 for the development of the Clovis Regional Library (4/5 vote).
REPORT
Approval of the Recommended Action’s would authorize the execution of an architectural consultant services agreement with Dyson Siegrist Janzen Architects (DSJ) for phased architectural consultant services for the New Clovis Regional Library.
ALTERNATIVE ACTION:
Staff has not identified any viable alternatives for this item. If the Board does not approve this item, it will delay the building of the new Clovis Regional Library.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions. The first recommended action is for a total not to exceed contract amount of $1,224,000, which is comprised of $250,000 Phase I Basic Fee, $710,000 Phase II Basic Fee, and up to $264,000 for authorized Extra Services. Approval of the second recommended action will increase the FY 2017-18 appropriations for Library-Measure B Capital Improvements Org 7530 in the amount of $1,224,000 to fund an Operating Transfer Out to the Department of Public Works and Planning - Clovis Regional Library Org 8863. Costs associated with the development of the Clovis Regional Library will be funded primarily with Measure B funds and included in subsequent requested budgets. Approval of the third recommended action will increase the FY 2017-18 appropriations and estimated revenues in the Clovis Regional Library Capital Projects Budget (Fund 0400 / Subclass 10063 / Org 8863) for the Clovis Regional Library project.
DISCUSSION:
On June 6, 2017, following the Board’s consideration of staff’s recommendation to retain DSJ, the Board authorized staff to enter into negotiations for an agreement with DSJ. The recommended actions authorize the execution of an agreement with DSJ to perform architectural and engineering consultant services for the proposed new Clovis Regional Library located at 755 N. Third Street (Old Town area) in the City of Clovis, from conceptual design through project completion and post construction phases. Pursuant to this direction, staff has conducted negotiations with DSJ resulting in fee reductions to perform basic services, plus an allowance for additional services that may be required to carry out the described scope of the project.
Preliminary design criteria for the proposed Regional Library will be a building of approximately 30,000 square feet. Public input, environmental factors and the Library building Program will determine the final size and design of the proposed Regional Library. The Regional Library will be constructed on a 36,000 square foot parcel as part of a proposed 5.7-acre development that will include the City of Clovis’ proposed Transit Center building and Senior Center building referred to as the Clovis Landmark Commons (See Exhibit A). The Regional Library project is planned to be developed concurrently with the City of Clovis’ development. The City of Clovis shall be responsible for processing land use entitlements, preparing the required environmental reviews, parking and circulation hardscapes and delivery of utilities to the new Regional Library site.
Pursuant to a formal Request for Proposal selection process, Dyson Siegrist Janzen Architects was ranked highest by the County Committee, which was composed of members representing the Fresno County Library Staff and Public Works and Planning, Capital Projects. Based on DSJ’s qualifications and understanding of the project, the County Committee members, and in consultation with the City of Clovis Committee, remain in support of their initial recommendation for the selection of DSJ to perform architectural and engineering consultant services for this project.
Negotiations with DSJ have arrived at a fair and reasonable agreement in regard to the scope of services and fees. The architectural and engineering consultant services agreement is written to develop the design of the project in two distinct phases. Phase I ($250,000) includes conceptual and schematic design phase drawings to present graphic illustrations to the public for discussion and input. Phase II ($710,000), includes completion of design phases, construction documents and specifications, bidding, building construction and post building construction responsibilities. As noted, the agreement includes extra services in the amount of $264,000, specifically by Phase, $37,500 for Phase I and $226,500 for Phase II. Each phase of design through bidding shall include preparation of a detailed construction cost estimate to be provided by the consultant. It should be noted that proceeding with Phase II shall be dependent upon whether funding to construct the project is made available, as stipulated in the agreement.
Staff notes that the Environmental Impact Report prepared pursuant to the California Environmental Quality Act (CEQA) for the Landmark Commons project, which includes the new Clovis Regional Library, has not yet been released for public comment and therefore not yet certified by the City of Clovis. Therefore, development of the library is predicated upon obtaining CEQA clearance.
REFERENCE MATERIAL:
BAI # 56, June 6, 2017
BAI #4, June 2, 2015
ATTACHMENTS INCLUDED AND/OR ON FILE
Exhibit A
On file with Clerk - Agreement with Dyson Siegrist Janzen Architects
On file with Clerk - Budget Resolution (7530)
On file with Clerk - Budget Resolution (8863)
CAO ANALYST:
John Hays