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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: February 19, 2025
To: Honorable Mayor and City Council Members
From: Tanya Romo, Acting City Manager;
Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Award a Design Services Agreement to Bell Design Group for the Norman F. Feldheym Public Library
Improvement Project in the amount of $319,000 (Ward 1)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve the award of a Design Services Agreement with Bell Design Group in the amount of $319,000.00 for Norman F. Feldheym Public Library Improvement (Project); and
2. Authorize the project design cost and contingency cost for unforeseen conditions costs for a potential agreement in the total amount of $31,900.00.
3. Authorize the City Manager or designee to execute all documents with Bell Design Group; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Executive Summary
The proposed agreement with Bell Design Group will initiate the design phase for key facility improvements at Norman F. Feldheym Public Library. These improvements include essential structural repairs, HVAC system upgrades, window replacements, electrical and lighting system improvements, and enhanced digital accessibility. These upgrades are necessary as the library has not undergone significant maintenance or modernization since its construction in 1985, leading to operational inefficiencies and facility deterioration. The project funded through the California State Library Building 2 3
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Forward Library Facilities Improvement Program Grant.
Background
The Norman F. Feldheym Public Library, located at 555 West 6th Street, is a critical resource for the community, especially for residents facing economic and linguistic barriers. Since its construction in 1985, the facility has seen minimal upgrades, leading to structural and operational deficiencies. The library suffers from leaking windows, outdated electrical wiring, a deteriorating foundation, and an inefficient HVAC system that fails to regulate temperatures effectively. Additionally, inadequate lighting contributes to excessive heat and high energy costs. The Feldheym Library Revitalization Project will address these issues through essential maintenance, energy efficiency upgrades, and modernization efforts to improve both digital and physical accessibility.
City staff, in collaboration with architectural and engineering experts, conducted a comprehensive assessment of the building’s condition. This evaluation confirmed the need for extensive renovations, including HVAC improvements, electrical and lighting upgrades, window replacements, and enhancements to security systems. The project will also ensure compliance with ADA accessibility standards, expanding digital access for the community.
On December 6, 2023, the City Council accepted a grant from the California State Library Building Forward Library Facilities Improvement Program in the amount of $6,409,370.00 to help fund these improvements. This grant will support the renovation and modernization efforts, ensuring the library remains a valuable community resource for years to come. By addressing these long-overdue maintenance needs, the City is reinforcing its commitment to public service and providing a more functional, comfortable, and accessible space for residents.
Discussion
This project is focused on modernizing and upgrading the library facility for the community, with the goal of enhancing safety, comfort, and accessibility for library users and staff. The proposed design services agreement will cover every stage of the design process, including the conceptual design phase, construction design phase, bid and construction support, and construction design support and RFI response.
The project was advertised through PlanetBids on October 10, 2024. Four submittals were received. The submittals were evaluated based on qualifications and understanding of project scope. Three out of the four firms were selected to move forward onto the interview round. The three firms interviewed were Bell Design Group, LOC Inc., and Perkins Eastman. Bell Design Group was determined to be most qualified for the design work based on understanding of project requirements. 2 3
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The proposal from Bell Design Group (BDG) for the Norman F. Feldheym Central Library Revitalization Project outlines a comprehensive approach to addressing both the functional and aesthetic needs of the library. The proposed improvements include upgrades to the HVAC system, repairs to critical facility issues like leaking windows, electrical wiring, and cracks in the concrete foundation, and enhancements to the lighting and energy systems. These updates are essential for ensuring the library’s continued operation and its long-term sustainability.
The design process begins with the Conceptual Design Phase with BDG initiating meetings with City Staff and conducting research to develop preliminary designs. Then BDG goes into their Construction Design Phase where the designs will be developed and construction documents will be prepared. Next, BDG will provide Bid and Construction Support by assisting City Staff in the competitive bidding process. Lastly, BDG will continue providing Construction Design Support and request for information response services.
The fee of $319,000.00 covers a broad range of services, from conceptual design and schematic planning to preparing detailed construction documents and ongoing support during construction. BDG has also included provisions for addressing any issues that may arise during construction, such as changes to the design or responses to requests for information (RFIs), ensuring that the project can proceed smoothly without major delays or cost overruns. Staff recommends an additional $31,900.00 contingency for any unforeseen work that may be identified during the design.
The total grant amount allocated is $6,409,370. Out of this, $197,600 is encumbered for project management by Transtech Engineers, and $350,900.00 is designated for the design phase. After these expenses, the remaining budget available for the rest of the project is $5,860,870.00.
ProposalsBell Design Group Los Angeles, CA LOC Inc Los Angeles, CA Perkins Eastman Costa Mesa, CAMiller Architectural CorporationRedlands, CA Design CostDesign Fee $319,000.00Contingency $31,900.00Total Design Cost $350,900.00 2 3
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Bell Design Group’s experience and approach to the project will help ensure a high- quality renovation that meets the needs of the community. Staff recommends that the City Council approve the design services agreement with BDG, as their proposed scope of work and fee structure provide a clear path forward for the successful completion of the project.
2021-2025 Strategic Targets and Goals
This Project is consistent with the City’s Key Strategic Target and Goal No. 2a:
Focused, Aligned Leadership and Unified Community – Build a culture that attracts, retains, and motivates the highest qualify talent and Goal No. 3c: Improved Quality of Life. - Evaluate and enhance the quality of public safety services. This Design Services Agreement will improve public services by ensuring that the Feldheym Library continues to meet the evolving needs of San Bernardino’s residents.
Fiscal Impact
There is no General Fund impact associated with this action. This project will be funded using the State of California Library Building Forward Library Facilities Improvement Program Grant in the amount of $6,409,370.00.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve the award of a Design Services Agreement with Bell Design Group in the amount of $319,000.00 for Norman F. Feldheym Public Library Improvement (Project); and
2. Authorize the project design cost and contingency cost for unforeseen conditions costs for a potential agreement in the total amount of $31,900.
3. Authorize the City Manager or designee to execute all documents with Bell Design Group; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Budget Grant Amount $6,409,370.00Transtech $197,600.00Design Phase $350,900.00Remaining Project Budget $5,860,870.00 2 3
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Attachment 1 Design Services Agreement with Bell Design Group Attachment 2 Proposal – Bell Design Group
Attachment 3 Location Map
Ward:
First Ward
Synopsis of Previous Council Actions:
December 6, 2023 Acceptance of the California State Library Building Forward Library Facilities Improvement Program Grant Award for the Norman F. Feldheym Central Library Revitalization Project