STAFF REPORT
Meeting Date:
March 10, 2026
CONSENT
10 SUBJECT: AWARD OF TASK ORDER AMENDMENT FOR DESIGN OF THE LAGUNA
BEACH LIBRARY IMPROVEMENTS
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to award a task order amendment to IDS Group in the amount of $451,597 for the design of the Laguna Beach Library Improvements Project;
2. Authorize project-related expenses and change orders for additional design-related services that may be required in an amount not-to-exceed $20,000; and
3. Find that the action consists of government activities, which do not result in a direct or indirect physical change in environment and therefore does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA).
SUMMARY OF THE MATTER
This report recommends that the City Council authorize a Task Order Amendment to IDS Group in the amount of $451,597 for expanded design services for the Laguna Beach Library Improvements Project and approve a not-to-exceed $20,000 contingency for additional design-related services.
In November 2025, the City issued a $74,938 task order for near-term interior improvements. Following coordination with Orange County Library staff, the project scope was expanded to include ADA restroom upgrades, interior reconfiguration, structural modifications, and development of flexible study and programming spaces to improve accessibility, functionality, and long-term operational efficiency.
Approval of the $451,597 amendment will bring the total design contract amount to $526,535. With the inclusion of the requested $20,000 contingency, the total potential design authorization would be $546,535.
Project C2612 currently has sufficient available funds within the Capital Improvement Fund to cover the amendment and contingency. Additional funding for the overall Library Improvements Project is available through the County-held Library Purchase Price Principal fund of $4.2 million and the County’s $2 million contribution toward the improvements.
DISCUSSION
Background:
On July 22, 2025, the City Council approved the Library Capital Improvement Plan and appropriated $750,000 for near-term improvements including the HVAC system replacement, earthquake-compliant shelving, new paint and carpeting, and lighting improvements. The HVAC system was replaced in Fall 2025, and a task order was issued to IDS Group in November 2025 in the amount of $74,938 for design services associated with the remaining near-term improvements. However, during early coordination efforts among City staff, IDS Group, and County staff, the County requested that the longer-term improvements be included as part of IDS Group’s designs to address functionality, accessibility, and service needs within the library facility.
AWARD OF TASK ORDER AMENDMENT FOR DESIGN OF THE LAGUNA BEACH LIBRARY
IMPROVEMENTS
March 10, 2026
Expanded Scope of Work:
The project scope is proposed to be expanded to include upgrades to the existing public restrooms to meet current Americans with Disabilities Act (ADA) requirements, reconfiguration of interior spaces to improve public access and operational efficiency, addition of flexible study and programming areas, and incorporation of a dedicated teen space and/or study rooms. The proposed layout modifications will allow for improved visibility throughout the library, support library staff oversight of public spaces and equipment, and provide adaptable spaces that can function for daily use as well as community programming. These enhancements will involve structural alterations to, or removals of, interior walls and space planning, resulting in a substantially more complex design effort than originally anticipated for the near-term improvements. The scope of work, while expanded, remains aligned with the architectural improvements contemplated under the original on-call task order.
The requested task order amendment will allow IDS Group to complete the expanded design scope, including coordination with County and City staff, preparation of detailed construction documents, and support in preparing bid documents. Construction administration services are not included at this time and will be considered separately once design is complete and the project is ready to proceed to construction.
Staff have reviewed the proposed scope and fee and determined they are reasonable for the level of effort required. IDS Group has extensive familiarity with County design standards and is uniquely positioned to complete this design effort having completed renovation designs for local Orange County libraries at La Habra, El Toro, Brea, and Los Alamitos-Rossmoor (see Attachment 2). IDS Group also has familiarity with the existing library facility, and the County’s specific project objectives which positions them to efficiently complete the work. As a result, a formal Request for Proposal (RFP) was not solicited for this design effort.
Procurement Authority:
IDS Group is under an approved On-Call Consultant Agreement (Contract No. 23-89). The requested amendment exceeds $100,000 and therefore requires City Council approval pursuant to Laguna Beach Municipal Code Section 2.30.030 and Administrative Policy 1-9 .
Contingency:
In addition to the task order amendment amount, it is recommended to authorize the City Manager to approve change orders for additional design-related services that may be required in an amount not-toexceed $20,000 for this project. The design phase will be completed within one year followed by several months to receive construction bids for the project and award a construction contract. Construction is anticipated to begin in Spring 2027.
Project Timeline:
Date Action
July 22, 2025 Council approves Library CIP
Fall 2025 HVAC replacement completed
November 2025 Initial task order issued ($74,938)
AWARD OF TASK ORDER AMENDMENT FOR DESIGN OF THE LAGUNA BEACH LIBRARY
IMPROVEMENTS
March 10, 2026
Date Action
Early 2026 Expanded scope requested by the County
March 10, 2026 Council consideration of the amendment
Early 2027 Anticipated completion of design
Spring 2027 Anticipated construction start
FINANCIAL ANALYSIS
Funding for the proposed improvements will come from the Library Purchase Price Principal held by the County, which has a current balance of $4,290,000. In November 2025, the County committed to contributing an additional $2 million to fund the longer-term improvements (see Attachment 3). On July 22, 2025, the City Council appropriated $750,000 into a Capital Improvement Fund for the immediate, near-term improvements. As a result, the project account (C2612) currently has an available budget of $675,062 to fund the design. No additional appropriation is required at this time
ALIGNMENT WITH CITY COUNCIL GOALS AND PRIORITIES
This project supports the City Council’s Infrastructure and Public Facility Improvement priorities by modernizing a key community facility and enhancing ADA accessibility. The proposed upgrades will improve public access, operational efficiency, and flexibility of library programming space, ensuring the facility continues to meet community needs.
ENVIRONMENTAL ANALYSIS
The recommended actions consist of organizational or administrative activities of the City that will not result in a direct or indirect physical change in the environment and therefore does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21065; 14 CCR Section 15378(b)(5)). The award of a task order amendment for design services for certain improvements within the Laguna Beach Library is for design services only, and any future actual improvements will be subject to independent environmental review under CEQA at the time entitlements for those improvements are applied for. Further, the recommended action consists of the creation of government funding mechanisms or other government fiscal activities, which do not involve any commitment to any specific projects which may result in a potentially significant physical impact on the environment and therefore does not constitute a “Project” within the meaning of CEQA (Public Resources Code Section 21065; 14 CCR Section 15378(b)(4)). Approving the funding for design services only, which may or may not result in an application for improvements that will be subject to independent environmental review in the future is a fiscal activity that does not involve any commitment to any specific projects.
ATTACHMENTS
1. IDS Group Proposal for Laguna Beach Library Improvements (Pgs. 4-12)
2. IDS Group Library Experience Package (Pgs. 13-24)
3. Email Showing Additional County Contribution Agreement (Pgs. 25-27)
AWARD OF TASK ORDER AMENDMENT FOR DESIGN OF THE LAGUNA BEACH LIBRARY
IMPROVEMENTS
March 10, 2026
Submitted By:
.Mark McAvoy Approved: .David A Kiff
Mark McAvoy, Director of Public
Works & Utilities
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Christian Sanford, Project Manager Pierre Sawaya, Capital Program Manager Thomas Perez, City Engineer